Difference between revisions of "Periodical allocations"

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= Periodical allocations = <!--T:31-->
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In Marathon&apos;s General ledger you can Iet the system take care of periodical allocations (accruals). This manual describes how to book via G/L or Supplier's invoices, update and reconciliate periodical allocations ad what to do if there are discrepancies in the reconciliation
  
   
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= Periodical allocations = <!--T:30-->
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== Settings == <!--T:32-->
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* The account for periodical allocations (accruals) shall be assigned to Periodical Allocation.
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* The account for periodical allocations shall be set in Accounting | Backoffice | Base registers, Purchase ledger tab. Open the Parameter and go to Preliminary entering tab.
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* If several allocation accounts are to be used, this can be set up in Accounting | Backoffice | Baser registers, under the Purchase ledger tab. Open Parameters and go to the Preliminary entering tab and tick Allow changes on allocation account. The field for allocation accounts will then be available during registration.
   
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== Allocate supplier’s invoice == <!--T:33-->
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* Fill in the cost account and period when posting a supplier invoice. The invoice is then recorded in the periodical allocation account when it is posted.
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Assign a specific accruals account to the Periodical allocation in the chart of accounts in {{pth|System|Basre registers/GL/Accounts}}. In the example below, we have used account 1722
  
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* The period can be entered as MMYY- MMYY or DDMMYYYY- DDMMYYYY. For MMYY, the amount is distributed evenly over the months, and for DDMMYYYY, the amount is adjusted according to the number of days in the month.
   
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{{ExpandImage|BOK-PER-EN-Bild1.png}}
  
{{ExpandImage|BOK-PER-EN-Bild1.png}}
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== Allocation in voucher == <!--T:34-->
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* Enter the account for periodical allocation in the voucher, a new tab appears, Allocation.
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* Enter cost account and amount and the period that the amount will be allocated over in the Allocation tab.
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* The period can be entered as MMYY- MMYY or DDMMYYYY- DDMMYYYY (in yor country's format). For MMYY, the amount is distributed evenly over the months, and for DDMMYYYY, the amount is adjusted according to the number of days in the month.
   
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== Booking with allocation == <!--T:6-->
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{{ExpandImage|BOK-PER-EN-Bild2.png}}
   
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== Update periodical allocations == <!--T:36-->
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* Update the allocations for the current period in Accounting | Backoffice | Periodical allocations, the Update periodical allocations tab.
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When you book something on an account assigned to Periodical Allocation, an additional tab opens in the voucher booking program. Go to the tab and enter cost account, total sum and period for the allocation.
  
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* Enter current period.
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* The last day in the current period is suggested as Accounting date, but this can be changed.
   
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{{ExpandImage|BOK-PER-EN-Bild2.png}}
  
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== Edit allocations == <!--T:38-->
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* A periodical allocation that has not been updated can be edited in Accounting | Backoffice | Periodical allocations, tab Edit periodical allocations.
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The total sum will thus be allocated over the entered period, equally per month.
  
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* Select the record and open – or use Batch change if you want to edit several records at the same time.
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* Here you can change account and period. The amount should not be changed; it would create a discrepancy with the bookkeeping.
   
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== Allocations via Supplier's invoices/Approval=== <!--T:11-->
  
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Register the invoice as usual. Select cost account and a period.The system then understands that the cost shall be allocated over the period. If you have several accounts for allocation, select the right one in Account for periodical allocation.
  
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{{ExpandImage|BOK-PER-EN-Bild4.png}}
  
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== Reconcile allocations== <!--T:39-->
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* Use the report Reconciliation of periodical allocations in Accounting | Reports.
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* Select period ahead of time and accounting date until the last date of the reconciliation period.
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* The amount on the list is reconciled with the account for automatic allocations. The balance on the account is shown e.g. in Accounting | Queries, Accounts tab or in Account specification in Accounting | Reports, General ledger tab.
   
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== Update periodical allocations == <!--T:14-->
  
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Update the allocations for the period in {{pth|Accounting|Update periodical allocations}}. Write period and check that the accounting date is correct.
  
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{{ExpandImage|BOK-PER-EN-Bild5.png}}
  
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== In case of discrepancy == <!--T:40-->
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* Print the report Reconciliation of periodical allocations without period selection. The field Print updated must be unchecked. This will display everything that needs to be updated, allowing any outdated allocations from previous periods to be identified.
   
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== Reconciling allocations == <!--T:17-->
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* Check the account for periodical allocations in Accounting | Queries, Accounts tab or in Account specification in Accounting | Reports, General ledger tab and check if bookings have been made without assignment code. Look in the Type column.
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Reconcile in {{pth|Accounting|Reports}} with the report Reconciliation of periodical alloations. Select future allocations, booked until the last date of the period. The example below shows allocations from April 2020 and forward to be reconciled with updated (booked) per March 2020
  
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{{ExpandImage|BOK-PER-EN-Bild6.png}}
  
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===In case of discrepancy=== <!--T:20-->
  
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Start with checking in {{pth|Accounting|Edit periodical alllocations}},the column Comment shows all un-updated allocations and possible errors.
  
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{{ExpandImage|BOK-PER-EN-Bild7.png}}
  
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Check also the bookkeeping to see that no postings without assignment to allocations have been made (i.e. transactions on the account for periodical allocation that lacks assignment code P).
  
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[[Category:BOK-PER-EN]]
  
[[Category:BOK-PER-EN]]
 
[[Category:Manuals]]
  
[[Category:Manuals]]

Latest revision as of 11:02, 19 January 2026

Periodical allocations

Settings

  • The account for periodical allocations (accruals) shall be assigned to Periodical Allocation.
  • The account for periodical allocations shall be set in Accounting | Backoffice | Base registers, Purchase ledger tab. Open the Parameter and go to Preliminary entering tab.
  • If several allocation accounts are to be used, this can be set up in Accounting | Backoffice | Baser registers, under the Purchase ledger tab. Open Parameters and go to the Preliminary entering tab and tick Allow changes on allocation account. The field for allocation accounts will then be available during registration.

Allocate supplier’s invoice

  • Fill in the cost account and period when posting a supplier invoice. The invoice is then recorded in the periodical allocation account when it is posted.
  • The period can be entered as MMYY- MMYY or DDMMYYYY- DDMMYYYY. For MMYY, the amount is distributed evenly over the months, and for DDMMYYYY, the amount is adjusted according to the number of days in the month.

Allocation in voucher

  • Enter the account for periodical allocation in the voucher, a new tab appears, Allocation.
  • Enter cost account and amount and the period that the amount will be allocated over in the Allocation tab.
  • The period can be entered as MMYY- MMYY or DDMMYYYY- DDMMYYYY (in yor country's format). For MMYY, the amount is distributed evenly over the months, and for DDMMYYYY, the amount is adjusted according to the number of days in the month.

Update periodical allocations

  • Update the allocations for the current period in Accounting | Backoffice | Periodical allocations, the Update periodical allocations tab.
  • Enter current period.
  • The last day in the current period is suggested as Accounting date, but this can be changed.

Edit allocations

  • A periodical allocation that has not been updated can be edited in Accounting | Backoffice | Periodical allocations, tab Edit periodical allocations.
  • Select the record and open – or use Batch change if you want to edit several records at the same time.
  • Here you can change account and period. The amount should not be changed; it would create a discrepancy with the bookkeeping.

Reconcile allocations

  • Use the report Reconciliation of periodical allocations in Accounting | Reports.
  • Select period ahead of time and accounting date until the last date of the reconciliation period.
  • The amount on the list is reconciled with the account for automatic allocations. The balance on the account is shown e.g. in Accounting | Queries, Accounts tab or in Account specification in Accounting | Reports, General ledger tab.

In case of discrepancy

  • Print the report Reconciliation of periodical allocations without period selection. The field Print updated must be unchecked. This will display everything that needs to be updated, allowing any outdated allocations from previous periods to be identified.
  • Check the account for periodical allocations in Accounting | Queries, Accounts tab or in Account specification in Accounting | Reports, General ledger tab and check if bookings have been made without assignment code. Look in the Type column.
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