Purchases – Posting Rules
General information about posting rules can be found in the separate chapter "Basic Lists – Code Lists", section "Posting Rules".
Posting rules must be set up before you start creating any document.
For received invoices, posting rules can be found in the menu Purchases – Posting Rules – Posting Rules – Received Invoices
Using a Posting Rule
Created posting rules can be used in:
Received Invoice Types
When creating a "Received Invoice Type", you can specify a posting rule on the "Accounting" tab. Since the Credit account is also set there, only the counter-accounts for expenditure [Debit] need to be filled in within this posting rule.
Received Invoices
When creating individual received invoices, posting rules are offered in the Posting Rule field on the "Specification" tab. On the "Accounting and VAT Line" tab, you can modify the pre-configured accounting settings.
A basic default configuration is provided; however, it must be reviewed and adjusted, or supplemented according to your own requirements.
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Tab "Basic Information"
Visibility in Modules
After entering the abbreviation and name in the main panel, first select the document type for which you want to create a posting rule in the "Visibility in Modules" section on the right. By checking the relevant option, you define in which modules and their documents you want the posting rule to be used.
The same posting rule can be used for both bank and cash register modules, for example. An exception applies to internal documents – if you check that option, checkboxes for all other modules will be deactivated, and vice versa. This is because internal documents require both Debit and Credit accounts to be filled in.
Modules where visibility can be enabled:
Invoices – issued, received,
Other settlement relations – receivables, payables,
Bank – receipts, payments,
Cash Register – receipts, payments,
Warehouse – receipts, issues,
Internal Documents.
If you select "received" in the "Invoices" row, you are required to fill in the "Expenditure Account [Debit]" field in the "Account Settings" section on the left. You can fill in this field either manually by entering a specific account, or by selecting one using the lookup button.
Since most posting rules for received invoices may be identical to those used in the "Cash Register" module, you can simultaneously check the payment option in the "Cash Register" row. This will cause the posting rule to also appear in the posting rules for cash register documents.
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Account Settings
Expenditure Account (Debit)
Receipt Account (Credit)
VAT Reduced Rate
VAT Second Reduced Rate
VAT Standard Rate
If the company being accounted for is a VAT payer, it is advisable to fill in the accounts for standard-rate VAT and reduced-rate VAT. These accounts are then automatically transferred to created documents, which simplifies the posting of value added tax items.
VAT Performance Code
If you fill in the VAT performance code, this information will also be transferred to created documents.
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Tab "Texts"
Description
A more detailed description of the posting rule.
Note
An additional note about the posting rule. The note is for your information only and is not printed on any document.
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Tab "Administration"
The Administration tab contains information about the validity and visibility of the given record in the code list across accounting periods. The validity of a record is defined by a range of accounting periods. Within the specified range, the record is valid; outside of it, the record is not valid and will not be displayed in the code list (lookup list) at all. By restricting validity, you ensure that records no longer in use are not shown during routine use of the code list.
Unlike time-based record validity, it is not possible to select a range of accounting periods that does not at least partially correspond to the active accounting period.
Because record validity is tied to accounting periods, it can also be used with fiscal accounting periods.
Valid From
Select the start period of the record's validity using the dropdown arrow from the list of accounting periods.
Valid To
Select the end period of the record's validity using the dropdown arrow from the list of accounting periods.
If you require unlimited validity for the record, leave the Valid From and Valid To fields empty (remove a previously selected value by pressing the Del key). The record will then be usable in all accounting periods. You may also leave just one of the fields without a value, thereby leaving the start or end of the record's validity open-ended.
If you select the same accounting period in both the Valid From and Valid To fields, the record will only be usable within that single accounting period (see the accounting period shown in the header of the side navigation).