Settings for Period Allocation

General

Periodization (accrual / deferral ) will create separate accounting lines for relevant periods. The start period and the number of periods can be set manually or automatically.

Automation

The periods can be determined automatically based on a date detection from the Description field on each invoice line. If the date has been detected automatically, the part of the text interpreted as a date will be highlighted with an orange underline.

The values in the Periods and Start fields will also be highlighted with an orange underline to indicate that the start and number of periods have been retrieved automatically.

The Periods and Start can also be manually changed or set. In this case, the numbers will be displayed without an orange underline to indicate that they have not been retrieved automatically.

Interim account setup

When periods are set either automatically or manually, the interim account can also be set automatically.

1. Setup conditions
   The GL account to be used needs a relation to an interim account. Add a relation of type "Interim", relation "Requirement" from a GL account (example 6800 : Office supplies) to another GL account (example: 1790 : Interim) to be used as Interim account.
   
   
2. Automation conditions
   When the fields Start and Periods have values entered, manually or automatically, the interim account will also be set automatically.

Interpretation of Dates with and without Years

• Date with Year
  Example: "Rent 1st quarter 2022". Here, the year (2022) from the line description is used to determine the start period directly.
• Date without Year
  Example: "Rent 1st quarter". In this case, the year is not present in the line description, and therefore the year from the invoice date is used to determine the start period.

Extraction from PDF and UBL/EHF

• PDF
  From a PDF, the item description on the invoice is extracted and entered into the Description field on the invoice line in SEMINE's invoice view. The date search is then performed within this text.
  
  
• UBL Billing 3.0
  From EHF/UBL, the line description is extracted from the field and entered into the Description field on the invoice line in SEMINE's invoice view. The date search is then performed within this text.

  ubl:Invoice / cac:InvoiceLine / cac:Item / cbc:Name
  

• Setting: Use periodization info from EHF
  The start date and periods are by default not retrieved from the InvoicePeriod field, but it is possible to activate data extraction from EHF/UBL here Settings --> SEMINE --> Use periodization info from EHF.
  
  
  • If an EHF date is defined in the invoice header, it will be used for all lines.
    ubl:invoice / cac:InvoicePeriod
    
    
  • If an EHF date is defined at the line level, it will be used instead.
    ubl:Invoice / cac:InvoiceLine / cac:InvoicePeriod
    
    
  • If the date is not defined in the invoice header or at the line level, it will be extracted from the line description as usual.
    ubl:Invoice / cac:InvoiceLine / cac:Item / cbc:Name

Organization

Minimum net line amount for automatic periodization
At the organization level, it will be possible to set a minimum line amount for periodization that applies to all clients without their own specified minimum amount. If the net minimum line amount is set to 100, only invoice lines where the net amount is equal to or higher than 100.00 will be periodized if the "Period" and "Start" fields are filled in.

Client

1. Do not use periodization on the accounting lines
   SEMINE generates separate accounting lines for each period by default. If this option is active, separate accounting lines per period will not be generated. This is to accommodate accounting systems that cannot handle periodization lines.
   
   Note: Visma.net, Xledger, and UniMicro cannot receive individual periods as accounting lines. For these systems, "do not use periodization on the accounting lines" must be active. For Dynamics 365 Business Central (BC) and the use of purchase draft, "do not use periodization on the accounting lines" must be deactivated, but for the use of purchase invoice, it must be activated.
   
   
   
2. Minimum net line amount for automatic periodization
   1. If a minimum line amount is specified at the organization level, it will also apply to all clients that do not have their own specified minimum amount (empty field).
   2. If a minimum line amount is set at the client level, that will take precedence.
      
      
      
3. Link VAT code to cost account during accounting
   For certain ERP systems, it is necessary to have the VAT code on a separate accounting line.
   During periodization, the VAT code is normally placed on the first line for the interim account when generating accounting lines. By linking the VAT code to the cost account, an extra line is added for both the VAT code and the cost code. The VAT code is simultaneously removed from the line for the interim account.
   
   
   1. VAT code linked to cost account: Not active
      With this setting, the VAT code will be directly linked to the first interim line.
      
      
      
   2. VAT code linked to cost account: Active
      With this setting, the VAT code is placed on a separate line along with the cost account as shown in the example below.