/periodandyear/help/taxation/reconciliation-bs/appendices/automatically-generated section 2025-12-03T15:32:32+01:00 # Automatically generated documentation This module uses data directly from your ERP system to **auto-generate** the necessary attachments and specifications. Get complete, audit-proof documentation faster, freeing up time for analysis instead of manual cross-posting. **Start here to:** * See immediate reconciliation status. * Efficiently manage opening balances and period movements. * Automate the clearing of entries with smart rules. /periodandyear/help/taxation/reconciliation-bs/appendices/automatically-generated/balance-account-documentation section 2025-12-04T08:59:00+01:00 # Auto-generated balance account documentation The Reconciliation module in Period & Year has received an upgrade that simplifies the documentation for central balance sheet accounts. This is done by automatically generating documentation attachments based on imported balances and entries from the company's **ERP system (accounting system)**. --- ## Auto-generated documentation types The following groups of balance sheet accounts now have auto-generated documentation attachments: * **Accrued expenses** (Unpaid/unbilled expenses) * **Deferred income** (Unearned revenue, e.g., rent paid in advance) * **Accrued income** (Earned, but unbilled income) * **Prepaid expenses** (Paid expenses that apply to future periods) * **Other Intercompany/Clearing** (Accounts for temporary entries/clearing) --- ## Actions for documentation To document the balance of these account groups, you will be able to perform actions related to **clearing (matching)** and **specification** of the imported entries: * **Partial Clearing of Entries:** Record that a part of an entry has been expensed/recognized as income. * **Complete Clearing of Entries:** Record that the entire entry has been fully expensed/recognized as income. * **Specification of Open Items:** Detailed description of which entries constitute the remaining balance at the time of reconciliation. --- > [!TIP] > > See example of handling [Prepaid Leasing Cost (1397)](/periodandyear/help/taxation/reconciliation-bs/appendices/automatically-generated/balance-account-documentation/balance-account-example) in case of a reconciliation difference. --- ## Clearing of custom and imported entries After you have specified the opening balance with **custom lines** (as shown in the example), these lines and all other transactions in the group can now be cleared. ## Performing partial/complete clearing The functions for partial/complete clearing of open items are applied to: 1. **The custom lines** (which constitute the opening balance). 2. **The period's transactions** (net movements imported from the ERP). 3. **Any other transactions** belonging to this transaction group. You treat the manually created lines **in the same way** as the automatically imported entries. ### How to select and calculate When selecting which entries you want to clear or specify: * **Select the entry:** Click the **"Checkbox"** (checkbox) next to the relevant transaction or the custom line. * **Dialogue box appears:** A new dialogue box appears **to the right** of the period's transactions. * **Calculation:** This box **calculates and displays the sum** of all the entries you have selected. > [!TIP] > > Use the clearing box to verify that the sum of your selected entries corresponds to the balance you wish to specify or clear in this reconciliation. ## Partial clearing of entries: Handling residual balance Partial clearing is used when you select several entries where the sum **does not equal zero**, resulting in a **residual balance** on the account. --- ## Automatic and Manual processing The module provides you with flexibility in how entries without a difference are handled: * **Automatic Mode Enabled:** When automatic mode is on, the system itself will process and clear all entries where the sum **equals zero**. This is the fastest way to work. * **Automatic Mode Disabled:** If you disable automatic mode, you must **manually** process and clear even those amounts that equal zero. ## Performing partial clearing When you select entries and a residual balance remains (i.e., the sum of selected entries is not 0), the **"Partial Clear"** option is automatically activated. 1. **Select entries:** Mark the transactions and/or the custom lines that constitute the partial clearing. 2. **Partial Clear:** Select the **"Partial Clear"** function. 3. **New group:** The selected entries are moved to a separate group labeled **"Partially Cleared Entries"**. > [!NOTE] > > In the "Partially Cleared Entries" group, the transaction with the **highest amount** will always represent the main line for the partial clearing. --- ## History for partially cleared entries Under the **"Partially cleared entries"** group, you get a full overview of the history related to these transactions. You can view history extending backward in time, not just in the current period: * **Previous years:** History from fiscal years before the current year. * **This year up to period start:** History from January 1st of the current year up until the period you are currently working on. * **This period:** All transactions recorded in the current period you are reconciling. --- ## Automatic and manual clearing in the module This section explains how the system's automatic functions work and how you take control of the clearing processes. --- ## Automatic partial clearing As a default setting, Period & Year will automatically attempt to **partially clear** entries in the current period, provided there are similar partial clearings from previous periods. ### Priority clearing rules for partial clearing The system follows a specific priority when automatic partial clearing is activated: | Priority | Rule | Description | | :---: | :--- | :--- | | **1** | **Identical amount and identical offset account** | Entries with the same amount and offset account as a partial clearing from the previous period will be attempted to be partially cleared in the current period. | | **2** | **Identical amount D/C, identical offset account AND 100% identical description** | If more identical amounts with the same offset account are found than the number of months in the period, the system additionally searches for a 100% match in the description from previous partial clearings. | > [!NOTE] > > If the conditions above are not met, you must **manually partially clear the entries**. ### After manual processing Once you have manually processed a partial clearing, the system will automatically attempt to run the partial clearing automation again to capture any new, matching entries. ### Handling imports * Previous **automatic** partial clearings are **not** undone upon new import. * Only entries that are **not** partially cleared will be attempted to be partially cleared automatically after a data import. #### Icon for automatically performed partial clearing Automatically performed partial clearings are presented with a specific icon next to the transaction:  --- ## Complete clearing Complete clearing is used when two or more entries equal exactly zero (e.g., a debit and a credit entry with the same amount). ### Manual complete clearing * When you select entries that equal zero, the **"Clear"** option is activated. * When you select this, the entries are moved to the **"Cleared Entries"** group. ### Automatic complete clearing As a default setting, Period & Year also performs automatic complete clearings. | Priority | Rule | Description | | :---: | :--- | :--- | | **1** | **Identical amount D/C and offset account (Result)** | Entries with identical debit/credit amounts and an offset account that is a **profit and loss account** will be matched against each other, provided there is an equal number of debit and credit entries. | | **2** | **Identical amount D/C** | Entries with identical debit/credit amounts will then be matched against each other, provided there is an equal number of debit and credit entries. | > [!IMPORTANT] > > If the number of debit/credit entries with the same amount is unequal, you must **manually match the entries**. ### Dynamic update of clearings * Previous **automatic** complete clearings are **not** undone upon new import. * **Partial clearing that becomes complete:** The system checks for new entries with the same account and amount. If a new entry is linked to a partial clearing such that the total equals zero, its status changes from *Partially Cleared* to *Completely Cleared*. * **Clearing of residual balance:** The system also checks for entries that match the **residual balance** of a partial clearing to fully clear it. #### Icon for Automatically Performed Complete Clearing Automatically performed complete clearings are presented with a specific icon next to the transaction:  --- ## Deactivation and correction ### Deactivation of automatic mode Both automatic clearing functions can be deactivated: 1. Use the **toggle switch** in the work screen. 2. If you **undo** a partial clearing that the system performed automatically, the function will automatically deactivate. You must then manually reactivate it. ### Correction of incorrect clearings If you have incorrectly cleared or partially cleared entries, you can easily correct this: * Click the **red "X"** in the **"Undo"** column next to the entry to undo the clearing/partial clearing. --- ## Final specification and reporting ### Account specification When all clearings and partial clearings have been performed, you will be left with the final **specification of the account at period end**. This specification consists of: * All entries that have **not** been cleared or partially cleared against other entries. * The remaining balance on partially cleared entries that are **not** fully cleared. ### Summary The reconciliation summary shows: * **Reconciliation Amount** * **Ending Balance** * **Reconciliation Difference** (This should only occur if the opening balance is not correctly specified with custom lines). ### Copying data to the next period This option controls whether the reconciliation should be carried forward. * **Default Option ("Yes, with updated data"):** The system copies forward any open items and grouped partial clearings to the next period. New account movements are also included in the new period. * **Alternative ("No, do not copy"):** Select this if you do not want to continue this reconciliation in the next period. ### Generating the Report You can generate a report for the reconciliation under **Reports/Documentation - Balance Reconciliation**. The report will show: * Summary of the reconciliation in the period. * Any open items. * Specification of clearings and partial clearings for the current period. /periodandyear/help/taxation/reconciliation-bs/appendices/automatically-generated/balance-account-documentation/balance-account-example page 2025-12-04T08:59:00+01:00 # Example - Prepaid Leasing Cost In the example below, we will look at the creation of auto-generated documentation for account **1397 Prepaid Leasing Cost**. - The company leased a vehicle on **01.05.2024** and paid a starting lease of **NOK 400,000** covering a total period of **36 months**. - The company starts using the new documentation type as of the reporting period **January–February 2025**. - They have already expensed **8 months** of the prepaid lease in 2024. They create the new documentation attachment for account 1397 by clicking the **“binder clip”** and creating the documentation type **“Prepaid expenses (auto-generated)”**. --- The user then sees the following screen:  We see here that Period & Year finds the period's net movements to be **NOK -22,222.00**. The ending balance on the account is **NOK 288,886.00**. This results in a reconciliation difference of **NOK 311,108.00** The reason for the reconciliation difference in this case is that Period & Year is unaware of the historical movements from previous periods. It must therefore be specified what the opening balance consists of. In this case, it consists of the **400,000.00** in prepaid leasing minus **8 months** of expensing in 2024, which amounts to **NOK -88,892.00**. This is recorded as two custom lines which, in the reconciliation, will be added to the period's recorded transactions.  Partial clearing/clearing of open items can now be applied to these custom lines and any other transactions belonging to this transaction group. When an entry is selected, a new dialogue box appears to the right of the period's transactions. This calculates the sum of the entries that are selected.  Result after partial clearing has been made.  /periodandyear/help/taxation/reconciliation-bs/appendices/automatically-generated/automatically-generated-eaccounting page 2025-12-03T15:32:32+01:00 # Automatically generated documentation (eAccounting) Period & Year generates some documentation automatically, when you have an integration with eAccounting. This means that the amount in the column **Reconciliation amount** in the overview is automatically filled in and a documentation is added when you import accounting data from eAccounting. The automatically generated appendices are **Accounts receivable ledger**, **Accounts payable ledger**, **Doubtful debt** and **Allocation of costs and revenue**