Deferred account entry (prepaid expenses, deferred revenue)

This section explains individual items on the deferred account entry screen for prepaid expenses/deferred revenue.
 → To Operation Procedure

Screen Transition

[Deferred account control module]
  ↓
[Entry]
  ↓
[Deferred account entry (prepaid expense)] or [Deferred account entry (deferred revenue)]
  ↓
[Deferred account entry (prepaid expense)] screen or [Deferred account entry (deferred revenue)] screen

Item Setup

[Header]

• Entry date
  Enter the entry date.  (The default displays the system date).  When the data was activated from other modules, the entry date of the source voucher is displayed and cannot be modified. 
• Internal No.
• Deferred No.
  Enter the deferred account control No..
• Depreciation method
  Select either "Monthly pay" or "Daily pay" for the depreciation method. 
• Start date
  Enter the start date for depreciation calculation.  
• End date
  Enter the end date for depreciation calculation.  
• Amt
  Enter the amount of prepaid expenses/deferred revenue. 
  When the screen was activated from the module other than [Deferred account control module], the field is only for display and no modification is allowed. 
  For new registration, enter the PS year opening undepreciated balance.  Meanwhile, for the registration of balance transition data and prior year data, enter bigger value than the PS year opening undepreciated balance.   
• Status
  Select the status of deferred data from "Undepreciated," "Processing depreciation," "Depreciated," "Stop depreciation" or "Disposal."  However, when the data was called from [Integrated claims/debts control module], "Undepreciated" is entered and no modification can be made. 
  For new registration, enter "Undepreciated."  Meanwhile, for the registration of balance transition data and prior year data, enter "Processing depreciation" or "Undepreciated." 
  Once executing depreciation auto-journal, "Undepreciated" will switch to "Processing depreciation," and when the depreciation is completed, it will change to "Depreciated."  When the status is "Undepreciated" or "Processing depreciation," you can change it to "Stop depreciation." 
• Currency
  Select the currency.  When the screen was activated from the module other than [Deferred account control module], it is only displayed and no modification is allowed. 
• Rate type
  Select the rate type.  When the screen was activated from the module other than [Deferred account control module], it is only displayed and no modification is allowed.  
• Exchange rate
  Select the exchange rate.  When the screen was activated from the module other than [Deferred account control module], it is only for display and no modification is allowed.  
• Start date
  Enter the start date for depreciation calculation.  
• End date
  Enter the end date for depreciation calculation.   
• Months
  When "Monthly pay" is selected in the depreciation method, enter the number of months.  When "Start date" and "End date" are entered, it will automatically be calculated. 
• Memo

[Prepaid VAT]

In Prepaid VAT, you can make an entry on prepaid VAT for the tax deferred data.  The deferred data other than tax deferred data is considered as VAT when any expenses are accrued. 

• Prepaid VAT
  Only when the"Prepaid VAT" check box is ON, you can enter the data.  When creating VAT journal in T/F Dest, enter the prepaid VAT and taxable type.
  When the screen was activated from the module other than [Deferred account control module], it is only for display and no modification is allowed.
• Taxable type
  Enter here when creating VAT journal in T/F Dest.  It allows you to make the entry only when some prepaid VAT is entered (required). 
  When the screen was activated from [Debts module] or [Deferred account entry (prepaid expense)], selectable options for taxable type object include: "Taxable purchase," "Non-taxable purchase," "Purchase of no-object tax," "Others (with tax rate)" or "Others (without tax rate)."  Meanwhile, when the screen was activated from [Claims module] or [Deferred account entry (deferred revenue)], selectable options for taxable type object include: "Taxable sales," "Non-taxable sales," "Sales of no-object tax," "Others (with tax rate)," or "Others (without tax rate)."

[Related voucher] (top right of the screen)

In the Related voucher, when making deferred account entry from the module other than [Deferred account control module] by clicking the "Deferred account" button, information of the souce voucher will be displayed.  When newly making deferred account entry in [Deferred account control module], no information will be displayed in the Related voucher. 

• Entry type
  The source voucher type ("Claims," "Debts," "Lease payment" or "Repayment") is displayed. 
• Internal No.
  The internal No. of the source voucher is displayed.  
• Voucher No.
  The voucher No. of the source voucher is displayed.  
• Row No. 1
  The row No. of deferred A/C of the source voucher (row No. of details originated from T/F source detail row No. 1) is displayed. 
• Row No. 2
  The row No. specified on the [VAT confirm] screen, which appears just after clicking the "Deferred account" button in the module where the deferred account entry has been made, (row No. of details originated from T/F source detail row No. 2) is displayed.

[T/F from]

Entry can be made when the screen has been activated from [Deferred account control module]. 
Meanwhile, when the screen has been activated from [Claims debts module], it is only for display. 
Under the entry-enabled condition, when the account property of "VAT A/C (suspended payment VAT)" is made a reference and the account property setting does not match, an error message appears.  When the "Prepaid VAT" check box is OFF, the second detail row is hidden. 
Note that when you display the internal No. of deferred account entry data entered by clicking the "Deferred account" button in the other module, the second row will be deleted with the "Prepaid VAT" check box unmarked. 

• A/C code, Name
  First row'Enter the prepaid expenses A/C of T/F source. 
  Second row'Enter the prepaid VAT of T/F source.
  For deferred account entry (prepaid expense), only the A/Cs that has been set up in "Prepaid expenses" of SP type can be entered.
  For deferred account entry (deferred revenue), only the A/Cs that has been set up in "Deferred revenue " of SP type can be entered.
  When the screen has been activated from the module other than [Deferred account control module], the data is only for display and no modification is allowed. 
• Sub A/C code, Name
  Enter the Sub A/C code.  Once the code is entered, the correspondent name will be displayed. 
  When the screen has been activated from the module other than [Deferred account control module], the data is only for display and no modification is allowed.  
• Department code, Name
  The account property is made a reference to be checked.  Entry can be made only for the departments of which D.A.C. entry objects are ON in the registration of entry department and warehouse/process department.  An error message appears when the voucher create unit is "Department+A/C" in parameter, or when no department entry is made. 
• Correspondent code, Name
  The selectable options are correspondent or employees. 
  When the screen has been activated from the module other than [Deferred account control module], the data is only for display and no modification is allowed.  
• D description code, Name
  Enter the D description code.  Once entering the code, the correspondent name will be displayed.  The entry is optional except for the items of which entry is required in the A/C property registration.  When the screen has been activated from the module other than [Deferred account control module], the data is only for display and no modification is allowed. 
• Project code, Name
  Enter the project code.  Once the code is entered, the correspondent name will be displayed.  The entry is optional except for the items of which entry is required in the A/C property registration.  When the screen has been activated from the module other than [Deferred account control module], the data is only for display and no modification is allowed.
• Accounting analysis code
  Enter the accounting analysis code.  The entry is optional except for the items of which entry is required in the A/C property registration.  When the screen has been activated from the module other than [Deferred account control module], the data is only for display and no modification is allowed.  

[T/F to]

• Pro rata Std
  Enter the Pro rata Std. 
• Pro rata rate
  Enter the pro rata rate.  When you click the "Pro rata rate" button, "Pro rata Std total¸Pro rata Std" is displayed by default.  Fractions will be adjusted on the detail row of which "Adjustment" check box is ON. 
• Usage ratio
  Enter the code when pro rata is performed based on the registered contents in the usage ratio master.   
• History No.
  Modification history for the displayed data is displayed.  When there is no modification history, History No. is  
• Change date
  Change date is displayed.  When there is no change history, the same date as entry date is displayed.  
• A/C code, Name
  Enter the code and name of T/F Dest expenses A/C.  
• Sub A/C code, Name
  When a Sub A/C is included in T/F Dest expenses A/C, enter the code and name of the Sub A/C.  
• Department code, Name
  Enter the code and name of departments.  
• Correspondent code, Name
  Enter the code and name of customers.  
• D description code, Name
  Enter the code and name of D description.  
• Project code, Name
  Enter the project code and name. 
• Accounting Analysis code
  Enter the accounting analysis code. 
• Adjustment
  Mark the "Adjustment" check box for the detail row where the fraction of pro rata rate is adjusted (required).  By default, the "Adjustment" check box of the first detail row is ON.  Marking check boxes for the multiple rows is not allowed.  

[T/F Dest (Temp payment VAT, Temp sales order VAT)]

The section is displayed only when the "Prepaid VAT" checkbox is ON. 

• Temp payment VAT (Temp sales order VAT)
  Enter the temp payment VAT (temp sales order VAT) A/C code and name. 
• Sub A/C code, Name
  Enter the temp payment VAT (temp sales order VAT) sub A/C code and name.   

[Buttons]

• Read
  When the deferred account entry (prepaid expense) is made from the module other than [Deferred account control module], deferred data internal No. will be searched from the data that is specified as the deferred object for Debts (Detail).  When data is present, the entry type, internal No. and voucher No. will be displayed. 
  When the deferred account entry (deferred revenue) is made from the module other than [Deferred account control module], deferred data internal No. will be searched from the data that is specified as the deferred object for Claims (Detail).  When data is present, the entry type, internal No. and voucher No. will be displayed. 
• Change entry
  Change can be made for the data for which depreciation has been executed.  Click the button with the target data displayed, and you can specify the depreciation condition after the change.  After the change is completed, click the "Save" button. 
• Pro rata rate
  Pro rata rate calculation can be made with Pro rata Std and Pro rata Std total entered in [T/F to].  
• Add row
• Del row
• Name1/2
• Copy
  Clicking this button copies deferred data on the screen.  The button cannot be used in new registration.  When the deferred data is called (for modification), "Deferment internal No.," "Deferment No.," "Undepreciated" status are selected by default.   
• Read pattern
• Register pattern
• Save
  Only when the "Undepreciated" status is selected, all data can be changed.  When the "Processing depreciation" status is selected, modification can be allowed only for memo item and "Stop" status.  When saving the data, depreciation calculation will be made by term, but the calculation for the executed term won't be made. 
• Clear
• Delete
• Exit

Depreciation Process

When the data is saved, depreciation calculation will be made by term. 

• When the depreciation start date is earlier than the deferred entry date, the depreciation amount will be entered for the period of the depreciation start date through the last day of term of the deferred entry date. 
• When the deferred entry date is earlier than the depreciation start date, the depreciation amount will be entered for the period from the term when the depreciation starts.  
• The calculation continues until the undepreciated balance (Std) becomes In this process, the undepreciated balance (entry) is all depreciated for that term.   
• While it makes a reference on the depreciation table, calculation won't be made for the executed term. 
• The calculation is made for the period until the 6^th term of the year after the next.  

• Daily Pay:

First depreciable Amt = (Deferred account total Amt × (Depreciation object days/days from the start date to the end date))
Next depreciable Amt = (Deferred account total Amt × (Depreciation object days/days from the start date to the end date)) - Total depreciable Amt (previous term)

• Monthly Pay:

First depreciable Amt = (Deferred account total Amt × (Depreciation object months/Depreciation months)
Next depreciable Amt=(Deferred account total Amt × (Depreciation object months/Depreciation months) - Total depreciable Amt (previous term)

Remarks:
First depreciation represents the condition when (Undepreciated balance = Depreciation entry Amt) and previous depreciation term are
Depreciation object days: the number of days from the depreciation start date to the end date of the parameter accounting term for the calculation object term
Depreciation object months: the number of months from the depreciation start date to the calculation object term
Total depreciable Amt (previous term): Deferred Amt - (Undepreciated balance + PS year depreciable Amt [Total depreciable Amt for each term until the execution term])
The division results are rounded off to the sixth decimal place.
The multiplication results are rounded off to the second decimal place (Also compliant with the company setup option that the number of decimal places are rounded off).  

Prepaid VAT calculation

Differing from ordinary VAT calculation, pro rata value of prepaid VAT is applied as suspended payment VAT. 

• Daily pay:

First VAT = (Prepaid VAT × (Depreciation object days/days from the start date to the end date))
Next VAT=(Prepaid VAT × (Depreciation object days/days from the start date to the end date)) - Total VAT (previous term)

• Monthly pay:

First VAT = (Prepaid VAT × (Depreciation object months/Depreciation months)
Next VAT = (Prepaid VAT × (Depreciation object months/Depreciation months) - Total VAT (previous term)

Notes:

Interlocking with Debts/Claims entry

When clicking the "Deferred account" button on the Debts (Claims) entry screen, you can make deferred account entry. 

• Committing
  When the selected row has not been committed or when some modifications are made after the committing, a message saying "Contents will be committed.  OK?" will appear.  Select one from "Yes," "No" or "Cancel."  When "Yes" is selected to commit the contents,  "A/C // Dept checking" will be executed. 
• A/C // Dept checking
  Call from debts: When you specify A/C other than those that have been set in "Prepaid expenses" with SP type, a message saying "The specified account is not a deferment object account" appears, returning to [Debts entry] screen. 
  Call from claims: When you specify A/C other than those that have been set in "Deferred revenue" with SP type, a message saying "The specified account is not a deferment object account" appears, returning to [Claims entry] screen. 
  When the department is specified: When you specify a department of which D.A.C entry object is OFF, a message saying "The specified department is not included in D.A.C. entry object" appears, returning to the [Claims/Debts entry] screen.  

VAT Confirmation screen

Clicking the "Deferred account" button on the [Claims/Debts module] entry screen activates the [VAT confirmation] screen.  There the details of row No., which has been specified on the [VAT confirmation] screen, is displayed in the 2^nd row (for deferred VAT A/C entry) for T/F source detail of deferred account entry. 
By default, the row No. displays next detail row of source detail row (deferred A/C detail).  If you select a nonexistent row No. and click the "OK" button, the message "There is an error in setting" will appear. 
When you specify source row No., the message "There is an error in setting" will appear. 

 

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