Periodizing Postings

The periodizing of a purchase invoice enables the processing of an entry that is to be periodized without the need to process the invoice again in the main bookkeeping. For example, a service invoice for a period of 6 months is periodized for six months starting on the date of periodizing, in which case for every month an entry with one sixth of the invoice amount is generated. Periodizing can be used, for example, via the Sonet or Scala systems.

You can enable periodizing in the Payment Systems window (Purchase Invoices > Transfer to Payment System > Payment Systems) in the Additional Data tab in the section Invoice Periodizing Data. There are two ways to do periodizing, Transfer the Periodizing Data or Transfer Posting as Periodized. The periodizing type is determined by the receiving financial management system.

Periodizing in Posting

In the posting of a purchase invoice, a Periodizing column is shown if periodizing is enabled in the payment system of the invoice. The Periodizing column displays the text Allocate Periods or Show.

The Allocate Periods link leads to the input of periodizing data related to posting in the Periodizing of Posting window.
The Show text appears when the posting row is periodized.

The input of periodizing is performed as follows: First, you enter the ledger account, posting dimensions, and additional data related to postings. Then, you click the Allocate Periods link and enter the periodizing data for the posting. The posting row is saved automatically before opening of the Periodizing of Posting window.

The periodizing data entered in the posting row is shown in the tooltip of the Show link in the Periodizing column of the relevant row.

Transfer the Periodized Information

If "Transfer Periodizing Information" is entered as the periodizing type, the periodizing start and end dates are transferred to the receiving system, for example, to Sonet. The receiving system will perform the actual periodizing based on this transferred periodizing data. This periodizing type can also be used if the Basware Banking Purchase Ledger feature is used and, for example, Sonet Bookkeeping. In this case, payments that originate from invoices are transferred to Basware Banking and via it to bookkeeping.

In the Periodizing Postings window you can enter the start and end date of the periodizing. The periodizing start date is by default set to the invoice voucher date, but this date can be freely edited.

The periodizing data of an invoice can be entered at the invoice level or at the posting row level. By default, periodizing data is entered at the invoice level. With the Posting line-specific option, the entered periodizing data is only directed to the posting row in question. With the Invoice-specific option, periodizing data is directed to all posting rows of the invoice.

Transfer Posting as Periodized

The Transfer Posting as Periodized application periodizes postings as they are being transferred to the financial management system. This option is used, for instance, in the Scala system.

In the Periodizing of Postings window, the periodizing end date, balance account, and period allocation interval are entered.

Start date is always the voucher date.
Clicking on the browse button of the Balance Account input field opens the normal ledger account browser window.
In the Period Allocation Interval drop-down menu, options include 1 month, 3 months, and 12 months.

The application periodizes invoices for separate accounting periods according to the information entered in the Periodizing Postings window. The Start Date determines the number of days after which the record is exported and the Periodizing Allocation Interval determines how many months is added to the original voucher date for each export. End Date determines into how many parts and until what date expenses are divided.

Note: For example, if the starting date is 2009/09/15, the end date is 2010/03/31 and the period allocation interval is 3 months, the invoice would be periodized into 3 parts, with the posting dates being 2009/09/15, 2009/12/15 and 2010/03/15.

The number of periodizing periods is calculated based on months, not days. Periods are rounded so that account specific sums of posting entries do not change because of roundings. The last export is rounded off.

Purchase invoice postings are transferred to the receiving system in Accounting period specific transfer files. The invoice file is not made posting period specific, only the posting file is. The ID of the posting period in question must be included in the name of the posting file. Posting period specific posting files is enabled in the Payment System settings on the Files tab on the Posting File row by entering <ACCPERIOD> at the end of the file name. Here, you can also use the Swedish term <RÄKPERIOD>.

Voucher numbering must be specified as posting period specific and you must specify an ID for the posting period. You can specify the posting period ID in the Voucher Types window in the posting period data section. The posting period ID is a free-form ID identifying the company’s posting period. When naming the IDs, check that the ID is not already in use for other periods.

Postings for one posting period are therefore taken into the receiving system in one file, the posting for the next posting period in a second file, etc. If a posting period ID cannot be found, the posting period has not been established in the application and the invoice will not be transferred. The transfer log will be notified of the situation and based on this notification the user knows to add a new posting period in the application.

A periodized invoice is transferred voucher date specifically to the payment system. For this reason, for each different voucher date of a posting, the next free voucher number is searched for the posting row. The voucher date of the first periodized period gets the invoice voucher number as its voucher number, but the next voucher dates get the next free voucher numbers.