Allocating costs to a period

DMF

070804 ACCOUNTING PERIODIC WORKS LINK COST TO PERIOD

The allocation of expenses to the period module allows you to generate the entries of invoices to be received (PIA), deferred expenses and receivable expenses on the accounting position date.

The PIA or receivable expenses are calculated from:

  • Non-billed receptions at closing date (or billed after the closing date):
    • if the reception has a period: receivable invoice calculated in proportion to the period;
    • if the reception does not have a period: calculation of receivable invoice if the reception date is prior to the accounting position date;
  • Non-billed billing tables at closing date (or billed after the closing date without period);
    • if the billing table has a period : receivable invoice calculated in proportion to the period;
    • if the billing table does not have a period: calculation of receivable invoice if the billing table date is prior to the accounting position date;
  • Supplier orders validated and not received, if the Inclusion of validated purchase orders option is selected in the status setup screen (see Accounting position);
    • if the order has a period: receivable invoice calculated in proportion to the period;
    • if the order does not have a period: receivable invoice calculated if the order date is prior to the accounting position date.

Deferred expenses are calculated from the purchase invoices with periods, in proportion to the period.

1 Go to Accounting > Periodic works > Allocation of expenses to the period.
2 Under the Header section, specify the criteria to apply. By default, the Status date field is specified with the last day of the previous month.
3 If needed, under the Multiple-selection criteria section, specify more criteria to apply.
4 Click on:
  • in the action bar, or
  • on the right of the section, or
  • Edit > Start the search.
1 Under the Allocation of expenses to the period section, all objects of the purchase chain linked to accounting accounts of the purchase chain are displayed in the table.
2 Select the lines to allocate to the period by using the following options from a line or a selection of lines:
  • Check selected lines to check selected lines of the table.
  • Uncheck selected lines to uncheck selected lines of the table.

These actions are available from the right-click from a selection of lines. A line can also be checked or unchecked by clicking on the box on the left of the selected line.

Click on from the first column of the table and select:

  • Select all to check all lines of the table.
  • Unselect all to uncheck all lines of the table.

Click on at the right of the section to invert the selection.

Tip

Double-click on a line of the table to open the matching management object in a new tab.

3 If needed, do a simulation by clicking on on the right of the section. Data displayed in the table are logged and available from Management > Projects > on the right of > History of allocation of expenses to the period.
4 Validate the allocation by clicking on on the right of the section.

The allocation is done. Deferred revenue and invoices to be issued entries are generated and validated. They are available from Accounting > Entries > Entries. Data displayed in the table are logged and can be viewed later .

Example

You have received an amount of 20 euros for the period of March, 2026.

  1. Start the Allocation of expenses to the period module, via Accounting > Periodic works > Allocation of expenses to the period and specify the Status date field with 31/03/26.

    The table of objects displays a line for the reception of 20 euros.

  2. Check this line and click on on the right of the section.

    A deferred revenue entry is generated.

In the table of the Allocation of expenses to the period section, Akuiteo generates automatically the amount of the deferred revenue and invoice to be issued of each line.

1 Go to Accounting > Periodic works > Allocation of expenses to the period.
2 Start a search for expenses to allocate to the period.
3 Under the Allocation of expenses to the period section, correct the amounts by clicking directly in the Adopted PIA and Selected prepaid expenses columns.

When the table contains lines with only cents, it is possible to force the amount of these lines to zero.

1 Go to Accounting > Periodic works > Allocation of expenses to the period.
2 Start a search for expenses to allocate to the period
3 Under the Allocation of income to the period section, select the lines to force to zero.
4 Click on on the right of the section.

Les colonnes FAR retenue et CCA retenue des lignes concernées affichent une valeur de 0.

Prerequisite: At least one Allocation of expenses to the period template report must be set up.

1 Go to Accounting > Periodic works > Allocation of expenses to the period.
2 Start a search of expenses to allocate to the period and click on:
  • in the action bar, or
  • Edit > Start printing.
3 In the printing window, select the report template and click on:
  • Preview to get a preview of the file to print;
  • Print to print the file;
  • Send email to open the mail application with the file as attachment.