Enter Period Allocation Rule

Explanation

This activity is used to enter a period allocation rule for an instant invoice/outgoing supplier invoice/direct cash transaction to specify how the amount will be distributed over a selected time period. Once a period allocation rule is entered, it is editable as long as the voucher created for the instant invoice/outgoing supplier invoice/mixed payment is not updated to the General Ledger.

Prerequisites

In order to perform this activity, the following must be completed:

• An invoice with Preliminary status or a mixed payment with a direct cash transaction must have been created.
• The account of the line for which you want to enter a period allocation rule must be connected to the logical account type Revenues, Cost or Statistics.

In order to create a period allocation voucher, the following basic data must exist:

• Posting Control for posting type GP2 (= Accrued cost/revenue) must be set up.
• A voucher type of function type X ( = Period allocation) must exist and be connected to the user group.

System Effects

As a result of this activity, the period allocation rule entered will be ready to be used when the voucher created for the invoice/mixed payment is updated to the general ledger. When the voucher is updated, the line amount will be distributed over the relevant time period in the way specified in the period allocation rule.

Windows

Instant Invoice
Outgoing Supplier Invoice
Mixed Payment

Related Window Descriptions

Instant Invoice
Outgoing Supplier Invoice
Period Allocation Rule
Mixed Payment
Mixed Payment/Transactions

Procedure

To enter a period allocation rule for an Instant Invoice or an Outgoing Supplier Invoice:

1. Open the Instant Invoice/Outgoing Supplier Invoice window and query for the invoice for which you want to enter a period allocation rule.
2. For instant invoice click the Lines tab and for outgoing supplier invoice go to the line information and select the invoice line for which the period allocation rule must be entered.
3. Right-click and click Period Allocation Rule to open the Period Allocation Rule dialog box.
4. If you want to distribute the amount manually continue with step 8.
5. For an automatic distribution modify the values in the From Date and Until Date fields as required to enter the time period over which you want the invoice amount to be distributed.
6. Select a value from the list for the Allocation Method field to specify the method to be used to allocate the invoice amount.
7. Click Distribute to create the distribution values, and then click OK to close the Period Allocation Rule dialog box.
8. For a manual distribution of the amount click New to create a new record in the table.
9. In the Period field, enter a period belonging to the selected time period for the allocation rule.
10. In the Allocation Percentage field, enter the percentage of the invoice amount that should be allocated for that period.
11. Repeat steps 8-10 till the percentage of the invoice amount to be allocated has been entered for all the periods covered by the selected time period.
12. Click Save.

To enter a period allocation rule for a Direct Cash Transaction in Mixed Payment:

1. Open the Mixed Payment Transactions window and query for the direct cash transaction for which you want to enter a period allocation rule.
2. Select the manual posting line for which the period allocation rule must be entered.
3. Right-click and click Period Allocation Rule to open the Period Allocation Rule dialog box.
4. If you want to distribute the amount manually continue with step 8.
5. For an automatic distribution modify the values in the From Date and Until Date fields as required to enter the time period over which you want the amount to be distributed.
6. Select a value from the list for the Allocation Method field to specify the method to be used to allocate the amount.
7. Click Distribute to create the distribution values, and then click OK to close the Period Allocation Rule dialog box.
8. For a manual distribution of the amount click New to create a new record in the table.
9. In the Period field, enter a period belonging to the selected time period for the allocation rule.
10. In the Allocation Percentage field, enter the percentage of the amount that should be allocated for that period.
11. Repeat steps 8-10  till the percentage of the amount to be allocated has been entered for all the periods covered by the selected time period.
12. Click Save.

Note: If the period allocation includes closed accounting periods which are prior to the current accounting period, the Period Closed at Voucher Creation check box will be automatically selected when the voucher is created. The amounts allocated to the closed periods will then be moved forward to the next open accounting period, when the voucher is updated to the general ledger. If future accounting periods in the period allocation are closed, no vouchers will be created. An invoice will be printed, but not be posted but be moved to the Customer Invoices with Errors window instead. A mixed payment cannot be approved as long as a future allocation period is closed.