Client transactions can be created in the Spend Cloud, which can then lead to a sales invoice line in your financial package. Below is an explanation of additions within the Cash & Card module with regard to the setup in the cost types and the entry process when you want to generate a sales invoice line in your financial package. Finally, information about how you can process changes related to incoming invoices charged to clients in the Spend Cloud.
1. Ledger, cost types & products
Cost types can be used in the Spend Cloud to break down general ledger accounts and provide them with a simpler name. In addition, an additional explanation can be entered that is displayed when the costtype is selected when making an entry. This makes it easier for the cashiers to post to the correct ledger account. We can also configure a cost type whether booking to a client is allowed and possibly mandatory. When booking on a customer-related cost type, it is often necessary to book on a product, so that a sales invoice line can be created in the financial package for that product type.
2. Description of booking process
For this description, an example is used that starts with a payment of €100 for clothing on behalf of a client. This is booked to a cost type where a customer or customer group is selected.
After approval, the period of the book is exported. The booking is hereby presented to the financial package as follows. The bookings in the book will be exported as 2 bookings
Ledger | Description | Debet | Credit |
1200 – Suspense account clients | Clothing | 100 |
|
1500 – Suspense account cash
| Cash | 0 | 100 |
In addition, a sales invoice line will be offered for invoicing to the client/debtor. This should result in the next booking.
Ledger | Description | Debet | Credit |
1200 – Suspense account clients | Clothing |
| 100 |
123456 – Debtor X | Clothing | 100 |
|
This must be achieved by a sales invoice line on the product “Clothing”. As soon as a booking period is exported to the financial package (both sales invoice line and exploitation entries), the entries end up in the financial package.
The exploitation bookings can be offered to the financial package per booking period (month) of a book.
3. Changes from the financial package to ProActive (optional)
In order to import all client costs that are not generated from the Spend Cloud into the Spend Cloud, changes must be imported from the financial package in order to make the utilization correct. These are all client bookings in the financial package that are not created by the Spend Cloud.
This concerns the following fields:
Nr. | Field column name | Remark(s) |
1 | Period* |
|
2 | Booking date | Can we possibly deduce from the creation date |
3 | Product name | Can we possibly set a default value for |
4 | Costcenter number | Can we possibly set a default value for |
5 | Amount* |
|
6 | Vat % | Can we possibly deduce from the creation date |
7 | Vat amount | Can possibly be calculated
|
8 | Client number* |
|
9 | Description | Can we possibly set a default value for |
10 | Entry date |
|
* Mandatory
Costs relating to incoming invoices charged to clients can best be imported via mutations. There is also an alternative in the invoice processing module to post invoices directly to a client. The possibility of client groups is missing here. Consult with your consultant which option best suits your organisation.