Closing an administrative period

In the Spend Cloud, you can administratively close a period. This can be done once a period is closed in the financial package. When you also administratively close the period in the Spend Cloud, all exports are automatically posted to the next period.

This functionality is only  available when you use a web service.

Closing a period administratively

You can close a period per administration in the section Application Management / General / Administrations.

By closing the administration, when exporting an invoice that falls within a closed period, an automatic proposal will be made to book it in the open period using period adjustment. The same applies to a period within the Cash & Cards module.

In the Cash & Cards module, this functionality only works if you are using monthly periods.

Example

In the financial package, period 9 has been closed. In the Spend Cloud, you can now administratively close period 9 as well. The Spend Cloud will then automatically propose invoices or bookings that fall in period 9 or earlier. As a result, invoices or bookings in the export will be exported to period 10. This is how it looks when exporting:

Invoices for which the period is younger than the period in the 'Adjust period' field will not have an adjusted period included in the export.

Recently, 'Automatic period allocation' is set to no by default when the period is closed within the administration. Functionally, nothing has changed with exporting; however, it now always shows that older periods will be adjusted, regardless of whether the selected invoices contain an older period or not.

The administrative period closure function within the Spend Cloud will not have any impact on the content of new invoices or the review process of existing invoices or booking periods. It will only display a notification within the system that the invoice falls within a closed period. No notification is given in the Cash & Cards module.

If a period has been closed in the Spend Cloud but is not yet closed in the financial package, you can always administratively reopen the period.

• Related Articles

• Deleting data within Invoice Processing

  Within the Spend Cloud, we process a lot of data. In principle, we do not delete data unless requested. Users can delete emails themselves using the housekeeping functionality within the Spend Cloud. This is currently the only place where customers ...

• Adding or edit an Administration

  In the menu section 'Administrations', you can add a new administration or remove an administration, as well as view or edit the details of existing administrations. Adding an administration You can add a new administration by clicking on 'Add' at ...

• Encoding options per employee

  In the optional menu Application Management / General / Coding Options, you'll find an overview of employees who have the rights to code purchase orders and/or externally code invoices in the Invoice Processing module. In this menu, you can link ...

• Transition to a new financial package

  Introduction When transitioning to a new financial package within the organization, configuring and integrating the Spend Cloud with the new financial package is essential. The Visma | ProActive account manager can be contacted to schedule a ...

• Import definitions

  With the Spend Cloud it is possible to automatically add data such as creditors, general ledger accounts, cost units, cost centers and employees at the touch of a button. If you want to use this, you need to add an import definition in the menu item ...