Accrual Automation

  • Accrual automations can be run in the automation finder.

  • An accrual is a recognition of money that will be owed in the future and what it will be spent on.

    There are three types available:

    • approved Purchase orders which are not matched to an approved GRN or a posted Purchase Invoice.
    • approved GRN which are not matched to a Purchase Invoice.
    • Draft Purchase Invoices which are not yet posted to the GL.

    The process for running each type is the same.

How to view Accrual Automation

Viewing Accrual Automation

Select Document / Automations from the Settings section of the pulse menu -

Note

This is an example screen shot of the pulse menu.

Position of the menu items within pulse will vary according to available options and dependant on personal screen resolution.

or enter Automations in the Quick Launch Side Menu.

This will then show the Automations on the system where normal customisation of Sets can be used.

Tip

To modify the columns displayed, select in the top right of the page, then tick/untick the information you want to see or not.

Select Accrual from the list of Automations

Although there are three types of Accrual, you may not need or wish to create Accruals for each type, so you choose which one(s) you wish to use.

The Accrual automation are run either manually from the Automation (select Accrual using tickbox or select and open)-

or they can be Scheduled to run automatically (e.g. at 7am every day) via the Scheduler.

How to run Accrual Automation

How to run an accrual automation

  1. Select Accrual automations from Viewing Accrual automation above.

  2. Select, or select and open, the Accrual automation, then press Run.

  3. Enter the automation criteria.

    Note

    The parameters are identical for the Purchase Order and draft Purchase invoice accruals.

  • Date column: Select the date column that you wish to use in conjunction with date from/to.

  • Date from: Leave this date blank if you want to select all available documents or enter a date to restrict documents to be greater than or equal to this date.

  • Date to: The date to will default but alternatively you can select the latest document date that you wish to include for your accruals.

  • Exchange rate type: Select the exchange rate to be used for foreign currency document.

    Tip

    The exchange rate will be defaulted from the Environment setting.

  • Legal Entities: Leave parameter blank to select all Legal Entities OR select Legal Entity(s) to restrict the accruals created.

  • Currency: Leave parameter blank to select all OR select Currency(s) to restrict the accruals created.

  • Posting document date: This date will default and will define the date for the accrual document(s) created. Manually enter a date if appropriate.

  • Reversing document date: This date will default and will define the date for the accrual reversing document(s) created. Manually enter a date if appropriate.

    Tip

    The reversing date must be after the posting date.

  • Submit: If this checkbox is ticked, the accruals and associated reversing documents will be automatically submitted for authorisation. If unticked, the documents will be created in a 'draft' state.

  1. Press Submit.

Updated May 2024