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Accruals in the Purchase Ledger

In normal circumstances the whole Amount for each Purchase Invoice row will be posted to the Cost Account when the Nominal Ledger Transaction is generated. However, this might not be appropriate if the Purchase Invoice is for a service or contract that is spread over time. In this case, it might be appropriate for the Amount to be posted to the Cost Account gradually over the period of the service or contract.

For example, you receive an Invoice for a service contract for one year to the value of 120. You might not want the Cost Account to be debited with the 120 at once: it might be more appropriate if it is debited with 10 per month over the year (the contract period), especially if the contract period crosses over into a new fiscal year.

Use the N/L Accruals setting in the Nominal Ledger to define the formulae by which Invoice amounts are gradually debited to the Cost Account. For this example, we will use a record containing twelve monthly transfers, each of 8.33% (i.e. one twelfth of the total):

Enter the Purchase Invoice in the normal way, then go to flip C and use the N/L Accrual field to link to the record in the N/L Accruals setting:

If you would like a default to be placed in the N/L Accrual field (i.e. if you will always use an Accrual with a particular Cost Account), specify the relevant N/L Accrual in the Account record:

When you mark the Invoice as OK and save it, the Amount (i.e. excluding VAT) of the Invoice row will not be posted to the Cost Account in the normal way. Instead, it will be posted to the Prel. Account specified in the N/L Accrual record. The postings to the VAT and Creditor Accounts will not be affected.

A record will also be created in the Simulation register. This will contain twelve sets of balancing debit and credit postings, each of which credits the Accrual Account and debits the Cost Account with one twelfth of the total amount:

Once a month, you can use the 'Generate N/L Accrual Transactions' Maintenance function in the Nominal Ledger to create a Transaction from each pair of balancing debit and credit postings in the Simulation. The dates of these Transactions will be taken from the Transaction Date of the corresponding Simulation row. This will allow you to move the Invoice amount gradually from the Accrual Account to the Cost Account.

From the Invoice, you can view the Simulation and any Transactions created so far using the Link Manager feature. Click the [Link Manager] button (with the paper clip icon) in the Invoice record, and then double-click an item in the list to open the record:

When you create a Transaction from each pair of postings in the Simulation, the Status of these postings (shown on flip B of the Simulation) will be changed from "Active" to "Transferred", preventing the creation of another Transaction the next time you use the function.

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In this chapter:

• Introduction
  

• Entering a Purchase Invoice
  

• Entering a Purchase Invoice - Examples
  

• Preliminary Booking
  

• Inspecting Purchase Invoices, Marking as OK and Posting to the Nominal Ledger
  

• Nominal Ledger Transactions from Purchase Invoices
  

• Error Messages
  

• Printing Purchase Invoices
  

• Accruals in the Purchase Ledger
  

• Cash Notes in the Purchase Ledger
  

• Crediting Purchase Invoices
  

• Operations menu

Download:

• PDF document describing the Purchase Invoice register

Go back to:

• Home page for Purchase Ledger manual
  

• Home page for Standard ERP manual

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