Walkthrough: Settle the periodic conditions

Article01/31/20247 min read
Note

Before you are going to settle your periodic conditions, we advise to run the Suggest Periodic based on history batch. This will prevent you for missing transactions in the settlement.

Settle the periodic conditions of the exercises

With the data of the exercises we can do a new exercise on the settlement of periodic conditions. If you not execute them yet, you still can do them now.

  1. Select the Search icon , enter Condition Periodic Settlement Journal, and then choose the related link.

  2. Choose the Suggest Settlement Lines action.

  3. On the Suggest Periodic Journal Lines page, fill in the fields as necessary. Hover over a field to read the tooltip.

  4. Choose OK.

  5. On each line in the Condition Periodic Settlement Journal page, in the Amount field, the suggested discount is shown. The Status field indicates:

    Skipped:

    • The minimum criteria of the rule have not been met. Settlement documents will not be created for lines with this status. (Or)
    • The source documents are not completely invoiced yet.

    Suggested:

    • The minimum criteria of the rule have been met. Settlement documents will be created for lines with this status.

    Processing:

    • The settlement document is created for the line, but not posted yet.

      Hover over a field to read the tooltip.

  6. Choose the Create Settlement Document(s) action to create documents for the selected (Suggested) journal lines.

  7. Choose the Post Reverse Accruals (Skipped) action to reverse the accruals that were posted for condition rules that will not be settled by a credit memo or invoice.

  8. Post the Credit Memos and Invoices that where created by the batch. Accruals will be reversed with this action.

Exercise Settlements – January 2024 Monthly

  1. Change your Work Date to January 31st 2024 in My Settings.

  2. Select the Search icon , enter Condition Periodic Settlement Journal and then choose the related link.

  3. Choose the Suggest Settlement Lines action.

  4. On the Suggest Periodic Journal Lines page, fill in

    • Ending Date = January 31st 2024
    • Starting Date = January 1st 2024

  5. Choose the OK button.

  6. A line with the Status Suggested is created according to Rule 23, the Month Discount Own Beer – 10.- / HL

    • The Amount is 61.68. In January 2024 we posted 6 KEG and 40 CRATE of own beers with a total volume of 6.168 HL (Quantity field). The discount we agreed was 10.00 per HL, so 10.00 * 6.168 = 61.68.

  7. Choose the Create Settlement Document(s) action to create documents for the selected (Suggested) journal lines.

  8. Choose the OK button on the Create Settlement Documents page. The Status of the line is now Processing.

  9. Select the Search icon , enter Sales Credit Memos and then choose the related link.

  10. Verify and Post the Credit Memos that was created by the batch. Accruals will be reversed with this action.

Exercise Settlements – March 2024 Quarterly

  1. Change your Work Date to March 31st 2024 in My Settings.
  2. Choose the Search icon alt text, enter Condition Periodic Settlement Journal and then choose the related link.
  3. Choose the Suggest Settlement Lines action.
  4. On the Suggest Periodic Journal Lines page, fill in
  • Ending Date = March 31st 2024
  • Starting Date = January 1st 2024
  1. Choose the OK button. A message will pop-up that tells you that suggested lines will be created that are flagged On Hold. Confirm the message to review the rule for the On Hold lines.
  • It is the Quarter Discount that is flagged. The reason is that this is a Net% discount where Monthly discounts with a lower level position are not posted yet.

  1. Close the Sales and Purchase Condition Rules List.

    • A line with the Status Suggested is created according to Rule 23, the Month Discount Own Beer – 10.- / HL
    • A line with the Status Skipped is created according to Rule 25, the Quarter disc. Net 2% - Min. sales 1000,- OB.
    • Skipped, and On Hold, because the monthly settlements for February and March were not executed yet.

  2. Choose the Create Settlement Document(s) action to create documents for the selected (Suggested) journal lines.

  3. Choose the OK button on the Create Settlement Documents page. The Status of the line is now Processing.

  4. Select the Search icon , enter Sales Credit Memos and then choose the related link.

  5. Verify and Post the Credit Memos that was created by the batch. Accruals will be reversed with this action.

  6. In the Condition Periodic Settlement Journal, delete the Skipped line.

  7. Choose the Suggest Settlement Lines action.

  8. On the Suggest Periodic Journal Lines page, fill in

    • Ending Date = March 31st 2024
    • Starting Date = January 1st 2024
    • Calculation Code = M_HL_DISC (now, we first finish the monthly discounts before we start with the quarterly).

  9. Choose the OK button.

  10. Choose the Create Settlement Document(s) action again to create the Sales Credit Memo.

  11. Post the Sales Credit Memo.

  12. Choose the Suggest Settlement Lines action.

  13. On the Suggest Periodic Journal Lines page, fill in

    • Ending Date = March 31st 2024
    • Starting Date = January 1st 2024
    • Calculation Code = Q_NET_DISC (now, we the quarterly discount).

  14. Now, the line for the Quarter Discount is suggested with an amount of 97.94:

    • The Item Amount Actual (LCY) in the lines shows the base amount for the 2% discount calculation.
    • Open the details of this amount to verify the Item Ledger Entries.
    • Open the details of the Sales Amount (Actual) of the first entry (889.75) to verify the Value Entries. Verify that entries for discounts with a lower position level are deducted from the sales amount of the Item.

  15. Create and Post the Settlement Document.

Exercise Settlements – December 2024 Yearly

  1. Change your Work Date to December 31st 2024 in My Settings.
  2. Select the Search icon , enter Condition Periodic Settlement Journal and then choose the related link.
  3. Choose the** Suggest Settlement Lines** action.
  4. On the Suggest Periodic Journal Lines page, fill in
    • Ending Date = December 31st 2024
    • Starting Date = January 1st 2024
    • Calculation Code = M_HL_DISC (we first finish the remaining monthly discounts).
  5. Choose the Create Settlement Documents action again.
  • The Journal has two suggested lines, one for April and one for July. In the Options of the Create Settlement Documents, you can choose to have one credit memo for the total or two credit memo’s for each period by selecting the By Period Date field.
  • You can verify the differences in the results of the Header and Lines Summarize Results in the Create Settlement Documents page by creating documents multiple times. When you delete the created documents, the program allows you to create them again.

  1. Post the settlement documents that you created.

  2. Repeat the process for the Q_NET_DISC Calculation Code.

  3. Now we can start with our yearly conditions. Choose the Suggest action in the journal:

    • Ending Date = December 31st 2024
    • Starting Date = January 1st 2024
    • The Calculation Code can be left [blank]. Only the yearly conditions are still open for settlement.

  4. Two lines are created in the journal:

    • A Suggested line for the agreement that we have with our Vendor Mortimor (82000) with an amount of 227.21.
    • We received a credit memo from Mortimor for this discount with a total amount of 230.00. We are not going to argue about this small difference and accept it:
      • Change the Unit Price in the line to 230.00.
      • The Status of the line is now changed to Open.
    • A Skipped line for the Year bonus agreement with our Customer Selangorian Pub (20000). The target for the bonus was not met. The Quantity Actual (Minimum) shows a total of 30.84, where the Minimum Quantity field is 60 (Personalize your page if it is missing).

  5. Choose the Create Settlement Documents action for the suggested line.

    • Include Open in the Status Filter of the Create Settlement Documents page.
    • The Suggested Journal Line for Mortimor has the Document Type Purchase Credit Memo. The Settlement Document that is created is.

  6. Fill in a Vendor Cr. Memo No. on the Purchase Credit Memo and choose the Post action.

  7. Now the Skipped line is still in the Journal. Since the accruals that were posted for the agreement will not be reversed by a settlement document, we need to do that manually. Choose the Post Reverse Accruals (Skipped) action and confirm the message to reverse them.