Deferral schedule (DR201500)
- In this window, you can view the schedules the system has automatically generated for documents whose lines have deferral codes assigned.
- You can also use the window to create custom schedules to defer recognising revenue or expense amounts for already released documents.
- This functionality may help you if the decision about deferral has been made after the documents were released.
For details on custom schedules, see: About custom deferral schedules.
What to do from this window
The window toolbar
The window toolbar includes standard and window-specific buttons. The window-specific buttons are listed below.
| Button | Description |
|---|---|
| View document | Navigates to one of the document entry windows, such as Sales invoices (AR301000) or Purchase invoices (AP301000), to show the details of the document to which the deferral schedule is linked. |
| Release | Releases the deferral schedule. Once the schedule is released, the recognition transactions are ready to be posted when it becomes due. In the released schedule, you cannot edit the summary information and the component details (in the Components table). You can still edit the details of the generated transactions in the Transactions table (those transactions that are not posted yet). No general ledger transactions are generated when you release a deferral schedule. |
The top part
You use the elements in this part to select a custom or system-generated schedule and to view its summary information. Also, you can select a released document by its type and reference number and create a custom deferral schedule for it.
| Element | Description |
|---|---|
| Schedule no. | The ID of the schedule, which is automatically generated by the system. Select a schedule to view its details. |
| Date | The date that determines the period when the first recognition transaction should be recognised and posted. In the deferral schedules generated automatically for documents with the deferral codes specified, this is the document date specified by the system by default. In the custom deferral schedules, you define this date manually. |
| Period | The financial period to which the first recognition transaction should be posted. |
| Doc. type | The type of the original document for which the schedule is displayed or is being created. |
| Customer/Supplier no | The customer/supplier connected with the schedule. |
| Doc. no. | The document number of the original document. |
| Line no. | The line in the customer ledger or supplier ledger document for which you can create and view the deferral schedule. In the Line no. selector, the amount displayed for a line in the Amount column can differ from the line amount of the original document, because it does not contain any discount amounts or inclusive VAT amounts that have been applied to the document (if any). Thus, this is the amount to be recorded to the corresponding sales or expense account (depending on the document type), and to be deferred. The amounts are shown in the base currency, which can differ from the currency of the corresponding document. |
| Line amount | The original amount for the specified document line. Displayed if a line number is selected. |
| Company | The company to which the document belongs. |
| Branch | The branch to which the document belongs. |
| Location | The location of the customer or supplier. |
| Project | The project with which the document is associated, or the non-project code if the document is not associated with any project. The field appears only if the Project management functionality is enabled in the Enable/disable functionalities (CS100000) window. |
| Project task | The project task with which this document is associated. |
| Term start date | The date when the process of recognition of deferrals should start; this date should be specified for the item for which the deferral code based on the Flexible by periods, prorate by days or Flexible by days in period recognition method is assigned. |
| Term end date | The date when the process of recognition of deferrals should finish; this date should be specified for the item for which the deferral code based on the Flexible by periods, prorate by days or Flexible by days in period recognition method is assigned. |
| Show closed documents | When this check box is selected, closed documents are also displayed. The default is open documents. |
The Details tab
This tab includes the Components and Transactions tables. For each component specified in the Components table, the tab shows in the Transactions table the recognition transactions that were generated for the component according to the deferral code selected for the component. For documents that were released without deferral codes assigned, you can manually create deferral schedules for each component.
The Components table toolbar
| Button | Description |
|---|---|
| Generate transactions | Generates recognition transactions for the selected component. You cannot regenerate transactions for a component for which one or more transactions have been already posted. |
The Components table columns
| Column | Description |
|---|---|
| Component ID | The component of the line item, if the line item is a package; otherwise, the item, by its item ID. For details about packages, see: Manage recognition for packages - overview. |
| Deferral code | The code that has been assigned to the line of the selected document or manually specified for a component in the custom deferral schedule. This code is used for generating recognition transactions to defer the amount specified in the line. You can edit this field for the components that have the Draft status (those components for which the deferral schedules have not been released yet) in the custom deferral schedules. Note Only active deferral codes are shown in the lookup. If you manually enter an inactive code, you will get an error message that the code is inactive. |
| Deferral account | The account to hold the amount to be deferred. |
| Deferral sub. | The corresponding subaccount to be used with the account. |
| Account | The sales or expense account to which the transaction amount is or will be posted. |
| Subaccount | The corresponding subaccount. |
| Total amount | The amount on the original document or document line. |
| Deferred amount | The amount yet to be recognised. |
| Line total | The total amount to be recognised. This amount is calculated automatically as the control sum of transaction amounts if the transaction amounts were edited manually. |
| Status | The status of the transaction. |
| Branch | The branch to which the document belongs. |
The Transactions table columns
You can edit the settings of the generated recognition transactions as long as they are not posted.
| Column | Description |
|---|---|
| Trans. no. | An integer that indicates the order of the recognition transaction in the schedule. |
| Status | The status of the transaction. |
| Rec. date | The date that determines the period when the transaction amount should be recognised and posted. You can change this date manually. |
| Trans. date | The date when the general ledger batch is created. |
| Amount | The amount to be recognised. You can edit this amount manually. |
| Account | The sales or expense account to which the transaction amount is or will be posted. You can change this account manually. |
| Subaccount | The corresponding subaccount. You can change it manually. |
| Period | The financial period when the transaction amount should be recognised and posted. |
| Branch | The branch in which the transaction was created. You can change it manually. |
| Batch no. | The reference number of the batch that posts the recognition transaction. Click the number to view the batch details. |
The Original schedules tab
The table on the Original schedules tab displays any schedules associated with the selected schedule. For example, if the schedule is based on a credit note, the tab will display the schedules generated for the original invoice.
Note: This tab is only visible if you have:
- In the Deferral codes (DR202000) window, created a deferral code.
- In the Sales invoices (AR301000) or the Purchase invoices (AP301000) windows, then created an invoice and selected the deferral code on the line, and released the invoice
- In the Deferral schedule (DR201500) window, scheduled for that invoice.
The table toolbar
| Button | Description |
|---|---|
| View schedule | Displays the details of the schedule created for the associated document. |
The table columns
| Column | Description |
|---|---|
| Schedule no. | The number of the schedule in the system. |
| Transaction descr. | The status of the schedule associated with the original document. |
| Doc. type | The type of the original document. |
| Doc. no. | The document number of the document. |
| Period | The period to which the document transactions are posted. |