Difference between revisions of "Clearing of accounts/en"

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== General ==
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Clearing of accounts is used to clear transactions in the bookeeping, in order to see only the transactions that is active and make the account balance.
  
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The function Clearing of accounts is used to see which transactions on an account make up the balance. Transactions are matched and can be cleared against one another. The clearing is carried out as at a specific date, after which the function can be used as an account statement, showing only transactions that have not yet been cleared.
   
  +
The closing balance or account balance remains the same regardless of whether all transactions or only those that have not been cleared are selected for display. If the Not cleared option is selected, transactions that have been cleared and are no longer open on the account are not displayed.
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==General==
  
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The purpose of the function is to see which transactions on an account make the account balance. It is done in two parts. First you match the transactions that can be cleared against each other. The clearing is done as at a certain date. Thereafter the function can be used as an account specification where you can choose to see only uncleared transactions per a certain date.
 
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The CB/balance per account will be the same regardless of if you wish to see all transactions or only uncleared ones. The only difference is that with the uncleared you don’t need to see cleared transactions and thus no longer are “open” on the account.
  
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As an example, you might want to clear transactions on account Receivable, Personnel, where you have a transaction of a payment to an employee and then their registered expense report. When the whole advance has been used and you have cleared expenses with the transaction so that the remaining amount is zero, you will no longer see the transaction in the account specification at as the date of last matching. You will also be able to see how much of the advance that is open as at a certain date since you continuously clear the expenses that the employee is registering.
  
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The function can be used for any kind of accounts. The clearing does not affect the bookkeeping, except when clearing amounts that don’t cancel out and clearing of transactions between different subaccounts (XXXX1 – XXXX09).
 
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The function is located in {{pth|Accounting|Clearing of accounts}}
  
   
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As an example, transactions on an account for receivables from employees can be cleared, when there is a transaction of an advance payment to an employee and the expenses that the employee has registered. It is possible to see how much of the advance remains available as at a specific date, as expenses registered on an ongoing basis can be cleared against it. Once the entire advance has been used up and the expenses have been cleared so that the remaining balance is 0, the transactions are no longer displayed in the list.
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{{ExpandImage|ACC-COA-EN-Bild1.png}}
  
   
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Clearing of accounts can be used for any accounts. Clearing does not affect the bookkeeping, except where the amounts cleared do not cancel each other out and in the case of clearing transactions between different sub-accounts (XXXX1 – XXXX9).
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As the function goes back to previous years, it is possible to select first accounting year for the transactions to be clearable. Set the year in {{pth|Base registers/General/Company specific parameters}}.
  
   
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As the function looks back at previous years, there is a possibility to set the first accounting year, i.e. from when the transactions can be taken to clearing. The parameter is in System | Base registers | Company specific parameters.
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== Selection ==
  
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Per date is a mandatory field. If your next step is to make a clearing, this date will be suggested as clearing date.
 
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== Setting ==
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You can select a specific account. If you leave the field blank, all accounts will be in the selection. If you select accounts with subaccounts, they will also be within the selection (e.g., selection on 2420 includes also 242001–242009). You can also select on Cost centre.
  
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Clearing of accounts is in Accounting | Backoffice | Clearing of accounts. The function is activated by registering a voucher series for clearing in Accounting | Backoffice | Bas registers, tab General ledger| Parameters, open the accounting year and go to the Registration tab.
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By making selection on matching status, you can choose to see all transaction that date, only cleared or only uncleared. If you are in the function for clearing transactions or for looking at the cleared account statement for an account, select only Not cleared. If you have transactions that has been erroneously matched, print the list with only Cleared.
 
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Tick the box for Ignore cost centre if clearing between different cost centres shall be possible.
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You can also make a selection based on Amounts. The amounts are absolute values. That means that a selection 1 000 – 1 000 will include transactions with 1 000 in both debit and credit.
  
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{{ExpandImage|ACC-COA-EN-Bild1.png}}
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== Selections for clearing ==
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* Go to Accounting | Backoffice | Clearing of accounts
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* Enter Per date. If the next step is to make a clearing of transactions, the date is suggested as clearing date.
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* Select an account or leave the Account field blank to include all accounts. If you select an account with sub-accounts, the selection will also include them. (For example, selection on 2420 also include 242001-242009)
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* You can also make a cost centre specific selection
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* Select status
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* You can also select Amount. This refers to the absolute amount. A filter set to 1000 – 1,000 will therefore include transactions of 1,000 in both the debit and credit columns
   
 
{{ExpandImage|ACC-COA-EN-Bild2.png}}
  
{{ExpandImage|ACC-COA-EN-Bild2.png}}
   
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== List of transactions ==
  
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=== List of transactions ===
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The list shows all transactions according to your selection. It consists of more or less the same information as in Nominal ledger/Account specification but has a few more columns that have to do with the clearing.
 
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The list shows all transactions according to your selection from the previous step. The list contains the same columns as the list in Accounting | Reports | Account specification/ Nominal ledger, but with some additional columns concerning the clearing.
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Absolute amount shows the absolute value of the transaction, to enable sorting of transactions with the same amount but with reverse signs. Cleared amount shows how much has been cleared per the date you have chosen. Remaining amount shows the original value of the transaction minus cleared amount, i.e., the remaining amount to be cleared.
  
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Clearing ID and Clearing date shows ID and date for previous clearings.
 
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{|class=mandeflist
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!Absolute amount
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|Shows the absolute amount of the transaction and is used to sort transactions with the same amount but with the sign reversed.
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|-
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!Cleared amount
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|Shows how much has already been cleared on the transaction per selection date
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|-
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!Remaining amount
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|Shows the transaction’s original amount minus what already has been cleared per selected day
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|-
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!Clearing ID
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|Shows date for previously made clearings
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|-
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!Clearing date
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|Shows the date when clearing was made.
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|}
   
 
{{ExpandImage|ACC-COA-EN-Bild3.png}}
  
{{ExpandImage|ACC-COA-EN-Bild3.png}}
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== Clear transactions ==
  
== Clear transactions ==
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To make a clearing, select two or more rows in the list and press CLEAR.
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* To clear transactions, select two or more records from the list and press the Clear button. Only transactions that are in the same main account and have the same cost centre and cost object may be cleared.
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Only transactions on the same main account, cost centre and - object can be cleared.
  
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{|class=mandeflist
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!Amount
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|is the original amount on the transaction
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|-
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!Remaining
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|is uncleared amounts per selected date
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|-
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!Amount to be cleared
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|is used to state how much that shall be cleared from each transaction. The suggestion here is the complete remaining amount for each transaction, but the amount can be changed and partly cleared, see below.
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|}
   
 
{{ExpandImage|ACC-COA-EN-Bild4.png}}
  
{{ExpandImage|ACC-COA-EN-Bild4.png}}
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All transactions you wish to clear are shown in a table with three columns.
 
   
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{|class=mandeflist
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Amount is the original amount of the transaction; Remaining is not cleared per the selected date and Clear amount is for entering amount to clear from each transaction. It is suggested to clear the remaining amount, but you can change it and do a partial clearing.
  
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!Clearing date
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|is suggested to same date as Per date in the selection but can be changed.
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|-
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!Clearing ID
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|is automatically set by Marathon and cannot be changed.
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|}
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There are four scenarios for clearing with slightly different procedures. Simple clearing, partial clearing, clearing with a remaining balance, and clearing between sub-accounts.
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=== Simple clearing ===
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A simple clearing is when the total remaining amount for two or more transactions to be cleared is 0. For example, a debit and a credit transaction that are cleared against each other.
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In this case, simply press '''Save'''.
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=== Partial clearing ===
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Partial clearing is used to clear an amount other than the outstanding balance on one or more transactions, provided that the total cleared amount remains 0.
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For example, in the case of a debit transaction of 600 and a credit transaction of 300, where you wish to clear these, the amount to be cleared must be manually changed to 300 so that the total is 0.
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{{ExpandImage|ACC-COA-EN-Bild5.png}}
  
{{ExpandImage|ACC-COA-EN-Bild5.png}}
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Clearing date is suggested to be same as Per date in the selection but can be changed.
 
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Clearing ID is automatically generated and cannot be changed.
  
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There are four clearing situations with different handling.
  
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# Single clearing
  
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# Partial clearing
  
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# Clearing with remaining amounts
  
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# Clearing between subaccounts
  
   
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=== Clearing with a remaining balance ===
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== Single clearing ==
  
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Single clearing is when the whole remaining account for two or more transactions to be cleared to zero, for example a debit- and a credit transaction cleared between each other.
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For clearing transactions where the total amount is not 0, clearing with a remaining amount can be carried out. This is primarily intended for clearing entries that almost cancel each other out and where the small remaining difference does not need to be dealt with. For example, when clearing a debit transaction of 1000 against a credit transaction of 999.
   
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This can be done manually by posting 1 as a debit to the account and 1 as a credit to a difference account and then offsetting the three transactions with a remaining amount of 0. The remaining amount clearing method does this in practice, but the bookkeeping does not need to be done manually.
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In this case all you need to do is to press SAVE.
  
   
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As the total clearing amount per account must always be 0, in order clear 1000 against 999, Marathon needs to create a new voucher with the difference debited/credited to the original account and with a contra posting to a specific account for discrepancies.
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== Partial clearing ==
  
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The new transaction on the original account is automatically cleared, whilst the new transaction on the specific account for discrepancies will remain uncleared.
   
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Partial clearing is used when you want to clear another amount than the remaining one on one or more transactions where the total clearing still is zero.
 
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Example: You have a debit transaction 8 000 SEK and a credit transaction 10 000 SEK and want to clear the whole debit transaction with 8 000 SEK of the credit transaction’s 10 000SEK.
  
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In this case you must manually change amount for the credit transaction in the column Clear accounts to -8 000, since the suggested amount to clear is the whole remaining amount.
  
   
 
{{ExpandImage|ACC-COA-EN-Bild6.png}}
  
{{ExpandImage|ACC-COA-EN-Bild6.png}}
   
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{{ExpandImage|ACC-COA-EN-Bild7.png}}
 
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{{ExpandImage|ACC-COA-EN-Bild7.png}}
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== Clearing with remaining amounts ==
  
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For clearing of transactions where the total amount is not zero you can make a clearing with remaining amount. It is mainly designed for clearing records that almost cancel out each other and you don’t ned to handle the remaining small discrepancy, for example that you like to clean a debit transaction 1000 SEK with a credit transaction 999 SEK.
 
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It could be manually fixed by booking 1 in debit on the account and 1 in credit on some discrepancy account and thereafter clear the three transactions with total amount zero. The function for clearing with remaining amount is actually doing the same, but you don’t need to do the booking manually.
  
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Since the total cleared amount per account has to be zero as at a certain date (otherwise the closing balance could be different for All transactions and Only not cleared), Marathon needs to create a new voucher with the discrepancy in debit/credit on the original account with a counter posting on a special account for discrepancies.
 
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The new transaction on the original account is cleared automatically whilst the new transaction on the discrepancy account remains uncleared. This methos ensures that the total cleared amount always is zero.
  
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The new voucher is registered in voucher series BO, if no other series for clearing has been selected in {{|pth|Base registers|GL/Parameters}} tab Registration.
  
   
 
{{ExpandImage|ACC-COA-EN-Bild8.png}}
  
{{ExpandImage|ACC-COA-EN-Bild8.png}}
   
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=== Clearing between sub-accounts ===
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{{ExpandImage|ACC-COA-EN-Bild9.png}}
 
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Generally, clearing between different accounts is not permitted. An exception is clearing between two sub-accounts under the same main account, for example 24901 and 24903. When clearing transactions between two sub-accounts, Marathon will first create a new voucher that reverses the amount of all transactions being cleared. All transactions, both the original ones and the reversal entries, are then automatically cleared. Please note that clearing between 6-digit accounts ending in 1–9 affects the VAT base amount. Such clearings should therefore not be carried out.
   
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== Reverse clearing ==
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{{ExpandImage|ACC-COA-EN-Bild10.png}}
  
  +
If a clearing is carried out erroneously, it can be undone. Then a new clearing is created with reversed signs.
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* Select a transaction in the list and click Open. All clearings carried out on the transaction are shown in a table.
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* Select a row and press Unclear. The table now shows all transactions included in the clearing and that will be affected by the reversal. Select clearing date and press Save.
 
 
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== Clearing between subaccounts ==
  
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Clearing between subaccounts is generally not allowed. There is an exception, and that is if the two subaccounts have the same main account, e.g., between 24901 and 24903. If you clear transactions between subaccounts, Marathon will first create a new voucher that reverses the amounts on all transactions to be cleared. All transactions, both the original and the reversed ones are thereafter cleared automatically. Note, that clearing 6-digit accounts ending 1-9 affects taxable amounts. Such clearings should thus not be performed.
  
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The new voucher will be registered on the voucher series that is selected in the parameters (if nothing has been selected, it will be BO) and gets same accounting date as clearing date.
  
   
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{{ExpandImage|ACC-COA-EN-Bild9.png}}
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== To reverse a clearing ==
  
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You can undo an erroneous clearing. A new clearing is made, with reversed signs.
 
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To undo a clearing, select a transaction in the list and press OPEN. All performed clearings on it are shown in a table. Select a clearing record row and click on REVERSE CLEARING. The table now shows all transactions included in the clearing that will be reversed and affected by it. Select clearing date and press SAVE.
  
   
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{{ExpandImage|ACC-COA-EN-Bild11.png}}
  
   
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{{ExpandImage|ACC-COA-EN-Bild12.png}}
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{{ExpandImage|ACC-COA-EN-Bild10.png}}
   
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{{ExpandImage|ACC-COA-EN-Bild13.png}}
  
   
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{{ExpandImage|ACC-COA-EN-Bild14.png}}
  
   
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[[Category:Accounting]]
  
[[Category:Accounting]]
 
[[Category:ACC-COA-EN]]
  
[[Category:ACC-COA-EN]]

Revision as of 13:28, 9 July 2026

General

The function Clearing of accounts is used to see which transactions on an account make up the balance. Transactions are matched and can be cleared against one another. The clearing is carried out as at a specific date, after which the function can be used as an account statement, showing only transactions that have not yet been cleared.

The closing balance or account balance remains the same regardless of whether all transactions or only those that have not been cleared are selected for display. If the Not cleared option is selected, transactions that have been cleared and are no longer open on the account are not displayed.

As an example, transactions on an account for receivables from employees can be cleared, when there is a transaction of an advance payment to an employee and the expenses that the employee has registered. It is possible to see how much of the advance remains available as at a specific date, as expenses registered on an ongoing basis can be cleared against it. Once the entire advance has been used up and the expenses have been cleared so that the remaining balance is 0, the transactions are no longer displayed in the list.

Clearing of accounts can be used for any accounts. Clearing does not affect the bookkeeping, except where the amounts cleared do not cancel each other out and in the case of clearing transactions between different sub-accounts (XXXX1 – XXXX9).

As the function looks back at previous years, there is a possibility to set the first accounting year, i.e. from when the transactions can be taken to clearing. The parameter is in System | Base registers | Company specific parameters.

Setting

Clearing of accounts is in Accounting | Backoffice | Clearing of accounts. The function is activated by registering a voucher series for clearing in Accounting | Backoffice | Bas registers, tab General ledger| Parameters, open the accounting year and go to the Registration tab. Tick the box for Ignore cost centre if clearing between different cost centres shall be possible.

Selections for clearing

  • Go to Accounting | Backoffice | Clearing of accounts
  • Enter Per date. If the next step is to make a clearing of transactions, the date is suggested as clearing date.
  • Select an account or leave the Account field blank to include all accounts. If you select an account with sub-accounts, the selection will also include them. (For example, selection on 2420 also include 242001-242009)
  • You can also make a cost centre specific selection
  • Select status
  • You can also select Amount. This refers to the absolute amount. A filter set to 1000 – 1,000 will therefore include transactions of 1,000 in both the debit and credit columns


List of transactions

The list shows all transactions according to your selection from the previous step. The list contains the same columns as the list in Accounting | Reports | Account specification/ Nominal ledger, but with some additional columns concerning the clearing.

Absolute amount Shows the absolute amount of the transaction and is used to sort transactions with the same amount but with the sign reversed.
Cleared amount Shows how much has already been cleared on the transaction per selection date
Remaining amount Shows the transaction’s original amount minus what already has been cleared per selected day
Clearing ID Shows date for previously made clearings
Clearing date Shows the date when clearing was made.

Clear transactions

  • To clear transactions, select two or more records from the list and press the Clear button. Only transactions that are in the same main account and have the same cost centre and cost object may be cleared.
Amount is the original amount on the transaction
Remaining is uncleared amounts per selected date
Amount to be cleared is used to state how much that shall be cleared from each transaction. The suggestion here is the complete remaining amount for each transaction, but the amount can be changed and partly cleared, see below.

Clearing date is suggested to same date as Per date in the selection but can be changed.
Clearing ID is automatically set by Marathon and cannot be changed.

There are four scenarios for clearing with slightly different procedures. Simple clearing, partial clearing, clearing with a remaining balance, and clearing between sub-accounts.

Simple clearing

A simple clearing is when the total remaining amount for two or more transactions to be cleared is 0. For example, a debit and a credit transaction that are cleared against each other. In this case, simply press Save.

Partial clearing

Partial clearing is used to clear an amount other than the outstanding balance on one or more transactions, provided that the total cleared amount remains 0.

For example, in the case of a debit transaction of 600 and a credit transaction of 300, where you wish to clear these, the amount to be cleared must be manually changed to 300 so that the total is 0.


Clearing with a remaining balance

For clearing transactions where the total amount is not 0, clearing with a remaining amount can be carried out. This is primarily intended for clearing entries that almost cancel each other out and where the small remaining difference does not need to be dealt with. For example, when clearing a debit transaction of 1000 against a credit transaction of 999.

This can be done manually by posting 1 as a debit to the account and 1 as a credit to a difference account and then offsetting the three transactions with a remaining amount of 0. The remaining amount clearing method does this in practice, but the bookkeeping does not need to be done manually.

As the total clearing amount per account must always be 0, in order clear 1000 against 999, Marathon needs to create a new voucher with the difference debited/credited to the original account and with a contra posting to a specific account for discrepancies.

The new transaction on the original account is automatically cleared, whilst the new transaction on the specific account for discrepancies will remain uncleared.




Clearing between sub-accounts

Generally, clearing between different accounts is not permitted. An exception is clearing between two sub-accounts under the same main account, for example 24901 and 24903. When clearing transactions between two sub-accounts, Marathon will first create a new voucher that reverses the amount of all transactions being cleared. All transactions, both the original ones and the reversal entries, are then automatically cleared. Please note that clearing between 6-digit accounts ending in 1–9 affects the VAT base amount. Such clearings should therefore not be carried out.

Reverse clearing

If a clearing is carried out erroneously, it can be undone. Then a new clearing is created with reversed signs.

  • Select a transaction in the list and click Open. All clearings carried out on the transaction are shown in a table.
  • Select a row and press Unclear. The table now shows all transactions included in the clearing and that will be affected by the reversal. Select clearing date and press Save.



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