Enter Period Allocation for Supplier Invoice

Explanation

This activity is used to create period allocation information per invoice posting line. You can perform the allocation once you have posted the supplier invoice. The allocation information will be kept in the voucher and will be used when the general ledger is updated to create vouchers for the allocated periods. If the source voucher's period is included in the allocated period range, a voucher can be created for the base period as well. The parameters specified in the General Ledger/Basic Data/GL Update Parameters window will determine whether or not a voucher will be created for the base period. The GP2 posting type (Accrued cost) controls the account to be used as a contra account.

Prerequisites

• If the company is not using posting proposal, the invoice must be saved in the Manual Supplier Invoice window and it should be finally posted before you can perform the allocation. However, note that this activity cannot be performed for invoices which are updated to the General Ledger.
• If the company is using posting proposal, the invoice must be saved in the Manual Supplier Invoice window. Then a Posting Proposal will be created.
• If a voucher should be created for the source voucher's period, the Yes option should be selected in the Period Allocation Voucher for Base Period field in the General Ledger/Basic Data/GL Update Parameters window. If a voucher should not be created for the source voucher's period, the No option should be selected in this field.

System Effects

As a result of this activity, a periodic allocation voucher is created for each specified period and placed in the hold table. 

Window

Manual Supplier Invoice 
Posting Proposals

Related Window Descriptions

Manual Supplier Invoice
Posting Proposal
Enter Period Allocation Rule
Instant Authorization

Procedure

Use the following procedure to create periodic allocation information in a supplier invoice, without using a posting proposal:

1. Open the Manual Supplier Invoice window.
2. Populate or query for the invoice for which you would like to create period allocation information.
3. Select the invoice posting line to create period allocation from the Posting Information section.
4. Right-click and click Period Allocation to open the Period Allocation dialog box.
5. If you want to distribute the amount manually continue with step 9.
6. 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.
7. Select a value from the list for the Allocation Method field to specify the method to be used to allocate the invoice amount.
8. Click Distribute to create the distribution values, and then click OK to close the Period Allocation dialog box.
9. For a manual distribution of the amount click New to create a new record in the table.
10. In the Period field, enter a period belonging to the selected time period for the allocation.
11. In the Allocation Percentage field, enter the percentage of the invoice amount that should be allocated for that period.
12. Repeat steps 9-11 till the percentage of the invoice amount to be allocated has been entered for all the periods covered by the selected time period.
13. Click Save.

Use the following procedure to create periodic allocation information in a supplier invoice, using a posting proposal:

1. Open the Posting Proposals window.
2. Populate or query for the posting proposal of the invoice for which you want to perform the period allocation.
3. Follow one of the following procedures depending on the window in which you want to perform this activity.

To authorize an invoice in the Posting Proposal window:

1. Select the record, right-click and then click Posting Proposal. The Posting Proposal window opens. 
   Note: This window can also be opened by right-clicking on the Manual Supplier Invoice window and then clicking Posting Proposal.
2. Select the invoice line to create periodical allocations from the Posting Information section
3. Right-click and click Period Allocation to open the Period Allocation 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 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.
10. In the Allocation Percentage field, enter the percentage of the invoice amount that should be allocated for that period.
11. Repeat steps 8-11 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 authorize an invoice in the Instant Authorization window:

1. Select the record, right-click and then click Instant Authorization. The Instant Authorization window opens. 
2. Select the invoice line to create periodical allocations from the Posting Information section.
3. Right-click and click Period Allocation to open the Period Allocation 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 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.
10. In the Allocation Percentage field, enter the percentage of the invoice amount that should be allocated for that period.
11. Repeat steps 8-11 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.