N/L Accruals - The 'Generate N/L Accrual Transactions' Maintenance Function
Once a month, the 'Generate N/L Accrual Transactions' Maintenance function can be used to create Transactions from any pair of balancing debit and credit postings in Accrual Simulations whose Transaction Date has passed. This will allow the Invoice amounts to be moved gradually from the Accrual Account to the Sales or Purchase Account as appropriate.
To use this function, first open the 'Maintenance' list by selecting 'Maintenance' from the File menu. Double-click 'Generate N/L Accrual Transactions' in the list. The following dialogue box appears:
- Simulation Period
- Paste Special
Reporting Periods setting, System module
- Enter a report period: all records in the Simulation register whose Transaction Date (shown in the header) falls within this period will be considered by the function.
- Simulations
- Range Reporting
Numeric
- Use this field to ensure the function refers to a particular record in the Simulation register (or range of Simulations).
- N/L Accruals Until
- Paste Special
Current Date
- Enter a date: all rows in the selected Simulations whose Transaction Date is earlier than this date will be converted into Transactions, providing their Status (flip B) is "Active". The Transaction Date in the Simulation header will be used if there are any Simulation rows that do not have their own Transaction Date.
- If no date is entered to this field, Transactions will be created for all rows in the selected Simulations, again providing their Status is "Active".
Click the [Run] button in the Button Bar to run the function. It may take a few moments, depending on the number of Transactions to be created. When it has finished, you will be returned to the 'Maintenance' list window.
An example Transaction is illustrated below. This was created from the Simulation illustrated above.
When a Transaction is created from each pair of postings, the Status of these postings (shown on flip B of the Simulation) is changed from "Active" to "Transferred", preventing the creation of another Transaction the next time the function is used.
Note that this function should be used with care as it is more powerful than its name suggests: it will create Transactions from all Simulations in the selection, not just those representing Accruals. Therefore, it can be used as a general function to create Transactions from Simulations. Take care to enter a date in the N/L Accruals Until field in the dialogue box: otherwise Transactions will be created for all rows for all Simulations in the selection. If you would like to see the details of the Transactions before they are created, produce an
N/L Accrual Transactions report before using this function.
Introduction to Settings in the Nominal Ledger
