Managing finalising transactions

You can manually finalise transactions if you do not use Billing, or you want to control finalising of costs outside of raising a bill, or if the customer has gone out of business so bills cannot be raised for them

Note: You cannot use this option to finalise transactions that are linked to a sales order or return. You must complete the order or return in the Sales Order Processing module to finalise those transactions.

To finalise costs

Open: Project Accounting > Project Maintenance > Manage Finalising Transactions.

1. The Manage Finalising Costs window appears:

2. Select the customer and finalisation date:
• The Finalisation Date defaults to today's date. If required, select a different date.
• Select the customer.
3. To select costs to finalise

   1. Select Add Costs.

      The Select Costs to Finalise window appears.

      • The Tp column displays the cost type code.

        COB: Opening balance transaction.

        EXP: Expense claim.

        NLP: Nominal payment.

        NLR: Nominal receipt.

        PAC: Cost accrual.

        PCA: Cost adjustment.

        PLC: Purchase credit.

        PLI: Purchase invoice.

        STI: Stock issue.

        STR: Stock return.

        TSE: Timesheet entry.

      • The Acc/Emp/Item column displays the reference for the supplier, stock item or employee.

   2. For some projects, a large number of costs may be displayed in the list.

      See how to find the costs that you require:

      • To show costs relating to items or levels in the project structure, click Show Project Structure.

        Select the level or item in the structure to display only the costs relating to that area.

      • Use the Costs Criteria to filter the list.

        • Finalising costs only: To display costs from a specific project, select the project from the Project list.
        • To display only those items relating to a specific project item type (such as labour items), select it from the Project Item type list.
        • To display only particular transaction types (such as purchase invoice), select it from the Transaction type list.
        • To limit the date range of the items displayed in the list, use the Transaction date filter.
        • To display the items, click Display.
      • To sort the list by a particular column (such as Project Item), click on the column heading.
      • To view all selected transactions, click Show.

   3. To mark an outstanding cost as being finalised, click on the box in the Inc column.

      To select or clear all the costs displayed in the list, click Select All or Clear All.

   4. To view information about a cost, select it and click View Details.

      The Transaction Details window appears.

   5. When you have finished selecting the costs, click Close.

4. To view transaction information about a cost on the list, select it and click Details.
5. To remove a cost from the list, select it and click Remove.
6. When you have finished managing the bill transactions, click Save.