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Setup

Overview​

You only need to do some basic setup with Purchase Accruals. You must carry out the following steps:

  1. Activate Purchase Accruals
  2. Purchase Accrual Setup
  3. Posting Setup

Activating Purchase Accruals​

All apps built by Theta get activated similarly. You can read about this here.

Important

When you activate the extension, you will start your free trial. You do not have to enter payment details to start the trial. If you decide to purchase the extension, you can add payment details before your trial ends. Your trial will still run to the end before you get billed.

Purchase Accrual Setup​

You can find the Purchase Accrual Setup page by searching for Purchase Accrual Setup using tell me.

PurchaseAccrualSetup

General​

FieldPurpose
Expected Cost Posting to G/LSpecifies that expected costs will be posted for all Purchase Line types when the related purchase documents get received/shipped but not invoiced. When you activate this, the app also validates that you have activated this for inventory.
Recognise Standard Cost Variance on ReceiptSpecifies that the app will recognise the variance to standard cost at the time of receipt. Note that this will only take effect if Expected Cost Posting to G/L is enabled on inventory setup.
Recognise G/L Expense on ReceiptSpecifies that the expense will be recognised on receipt when the Purchase Line Type is G/L Account. Read here for more detail.
Recognise Item Service Expense on ReceiptSpecifies that the expense will be recognised on receipt when the Purchase Line Type is Item and the related item has a type of Service or Non-Stock. Read here for more detail.
Recognise Resource Expense on ReceiptSpecifies that the expense will be recognised on receipt when the Purchase Line Type is Resource. Read here for more detail.
Post Job Ledger Entries on ReceiptSpecifies that job ledger entries get posted when a purchase order is received and not invoiced.
Posting DescriptionSpecifies the posting description for interim entries. You can include: %1 = Description from purchase line, %2 = Buy-from Vendor Name, %3 = Pay-to Vendor Name, %4 = Order No., %5 = Posting Type, %6 = Buy-from Vendor No., %7 = Pay-to Vendor No., %8 = Value Type.
Source CodeSpecifies the source code used on entries created from purchase accruals.

Recognise or Accrue on Receipt​

The app aims to accrue for expected liabilities and recognise expenses when they occur rather than only when we get the invoice. Therefore, the default setup recognises the expense when the receipt is posted, reverses the accrual, and replaces it with the actual when the invoice is posted. However, some organisations prefer only to recognise the expenses once the invoice is received and choose to accrue both the liability and the expense. The following fields are used to control this:

  • Recognise G/L Expense on Receipt
  • Recognise Item Service Expense on Receipt
  • Recognise Resource Expense on Receipt
Important

If you choose to accrue rather than expense on receipt, there are additional accounts to set up on the General Posting Setup.

Undo Posting​

In Business Central, the Undo Receipt and Undo Return Shipment functions use the original posting to post the undo transactions. This is not ideal when the undo occurs in a different period. The app allows you to change this behaviour using the settings below.

|Undo Posting Date|Specifies when to process an undo receipt/shipment. The options available are - Original, Work Date, Today| |Undo Document Date|Specifies which date to use when processing an undo receipt/shipment. The options available are - Original, Work Date, Today|

info

The option Original refers to the Business Central default.

General Posting Setup​

On the general posting setup, we need to specify where to post the liability and where to post the expense. For most types, you won't have to specify additional accounts if you choose to use the default method of recognising expenses on receipt.

Concerning the image below:

  1. These accounts must be specified if you do not want to recognise expenses on receipt and instead want to accrue them.
  2. This account must be specified if you wish to recognise expenses on receipt for Item Charges. Most organisations do not receive item charges (they only post the invoice); if this is true for you, you do not need to specify this.
  3. The app will accrue the liability (Goods Received, not Invoiced) in this account. You must always specify this account, regardless of whether you choose to recognise expenses on receipt or accrue them.

GeneralPostingSetup

FA Posting Groups​

The additional setup here gets used when you process a receipt against a fixed asset.

FAPostingGroup

Important

The app does not post fixed asset ledger entries when accruing for fixed assets. Therefore, you must not select an account you usually balance to the Fixed Asset Register.

Inventory Posting Setup​

You must complete this setup if you use the manufacturing module and want to accrue Subcontracting order receipts.

InventoryPostingSetup

Upgrade instructions​

Migrating from the Per-Tenant version​

We have provided a migration tool to migrate your data from the per-tenant version to the AppSource version of the app. This tool is only available to Theta consultants.

Prerequisites​

  • Purchase Accruals (PTE) - version 26.0.0.0 or greater.
  • Migrate PTE Purchase Accruals to AppSource - version 26.0.0.0 or greater.
  • Refactor any custom extensions dependent on the Purchase Accruals (PTE). In most cases, the refactoring will be straightforward as we have maintained feature parity between the two editions of this app.

Process - Business Central​

caution
  1. Please ensure you run through this process in a sandbox environment and perform the necessary testing before proceeding to do this in production.
  2. It is important to follow these instructions in sequence and that you do not uninstall the Purchase Accruals (PTE) before you install the AppSource version.
  1. Upgrade to the latest Purchase Accruals (PTE) version.
  2. Install the Purchase Accruals from AppSource.
  3. Install the Migrate PTE Purchase Accruals to AppSource app. The data migration happens during the installation process and runs for all companies.
  4. Open the Data Migration Summary to perform a high-level check of the data migration. You can check this in all companies if you like, but you do not need to do this. Navigation

Navigation

  1. Uninstall the Migrate PTE Purchase Accruals to AppSource app. Do not unpublish the app yet.
  2. Uninstall the Purchase Accruals (PTE) app. Do not unpublish the app yet. This will also uninstall any custom extensions dependent on the Purchase Accruals (PTE) (if applicable).
  3. If applicable, install custom extensions dependent on the Purchase Accruals.
  4. Perform smoke testing to ensure the extension works as expected.

Rollback​

The process described has a fail-safe, as we have not deleted the data from the PTE at this point (please note exclusions below). If you encounter any issues, you can follow these steps to revert to the PTE version:

  1. Reinstall the Purchase Accruals (PTE) app and any dependent apps.
  2. Reinstall the Migrate PTE Purchase Accruals to AppSource app.
  3. Open the the Data Migration Summary and select the Revert Permissions Back to PTE action.
  4. Uninstall and unpublish the Migrate PTE Purchase Accruals to AppSource app.
  5. Uninstall the Purchase Accruals AppSource app.

Final Steps​

caution

After carrying out the steps below, you cannot revert to the Per-Tenant version of the app. Only commence with these steps once you are confident that the migration has been successful.

As a final step, once you have validated the migration outcome, you can remove all the data related to the Purchase Accruals (PTE) app. To do this:

  1. Reinstall the Purchase Accruals (PTE) app.
  2. Unpublish the Migrate PTE Purchase Accruals to AppSource app.
  3. Uninstall the Purchase Accruals (PTE) app and specify to Delete Extension Data.
  4. Unpublish the Purchase Accruals (PTE) app.

See also​