Accrual runs¶
Cost accruals → Accrual runs collects the purchase invoices a period has received but not yet posted, and books their cost into that period.
An accrual run posts every line twice: once on the posting date, and once more on the reversal date with the sign reversed. The cost therefore lands in the period it belongs to and leaves again in the next one — you do not have to remember to reverse it yourself.
Create a run¶
- Choose New accrual run.
- Choose the Input type. Purchase invoices is the only source that can be accrued.
- Enter Period from and Period to.
- Enter the Posting date and the Reversal date.
- Choose the Balancing account. It carries the other side of every line.
- Choose Create.
The run is created as a Draft and is given a document number from the company's own series.
The period may not end before it begins, and the reversal date may not fall before the posting date. A run whose dates contradict each other is refused.
Which invoices are collected¶
An invoice is collected when it is awaiting approval and the date it would post on falls on or before the end of the period. Where the invoice has no posting date, its document date is used instead.
There is no earliest date. An invoice still awaiting approval long after it was dated is a cost the period has not yet taken, so it is collected.
Invoices that have already been posted are not collected — their cost is in the accounts already. Credit memos are not accrued.
An invoice line already on a run whose period overlaps the new one is not collected either. That includes drafts: a line is spoken for until its run has been posted or deleted.
Journal lines¶
Journal lines shows the lines the run has collected.
| Column | Meaning |
|---|---|
| Supplier | The supplier on the invoice the line comes from. |
| Reference | The invoice number. |
| Description | The line text. Can be edited. |
| Account No. | The account the line posts to. Can be edited. |
| Mapped | Marks a line that has no account. |
| Gross amount | The amount being accrued. Can be edited. |
Choose the three dots on a line to edit its VAT posting and dimensions.
Once you have changed a line it is marked as Modified, and you can reset it. A reset reads the values from the invoice line as it stands now, so any coding the invoice has been given since the run was created is picked up.
You can also remove a line from the run. The invoice line behind it becomes available again and can be collected by a later run over the same period.
Remember to save before you leave the run.
Lines without an account¶
An invoice line coded to a general ledger account brings that account with it. A line for an item has no general ledger account, so it arrives without one and is marked in the Mapped column.
You must choose an account on each of those lines before the run can be processed.
Process the run¶
- Choose Process.
- Confirm in the dialog.
The journal is posted and the run becomes Posted. It cannot be changed afterwards.
The run is refused if it has no lines, or if any line still has no account. The message names the invoices concerned, so you can see which lines need attention.
Every purchase invoice the run took a line from gets an entry in its own log with the date and the run's document number, so the accrual is visible from the invoice as well as from the run.
Delete a run¶
Choose Delete to remove a draft and its lines. The invoice lines become available again.
A posted run cannot be deleted. Where something has been posted in error, it is corrected in the finance system.