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Handling Deferred Revenue

Accounting Support

Your accounting may require to book deferred revenue to a dedicated account.

Understanding Deferred Revenue

Generally, deferred revenue (or deferred income) refers to unearned money – that is, payments for goods or services to be delivered in the future. Usually, you record this revenue as a liability until you have made the delivery (or actually earned the income). At this time, the recorded liability is converted into revenue.

Deferred revenue is very common with service providers, who typically request up-front payments in exchange for future service periods.

Deferred Revenue in JustOn

JustOn can distribute the revenue of an invoice to one or multiple future booking periods when using the Service Period, Booking Month, Service Month or Calendar Year revenue recognition rules. The deferred revenue as well as the complete tax amount are booked in the first involved booking period, based on the booking date set on the invoice. Consequently, the revenue amount booked during the defined period will be "taken out" from the deferred revenue account.

For JustOn to generate a booking detail for the deferred revenue, you must create a corresponding Collective Accounts custom setting of the type Deferred.

Info

The tax recognition rule Sync With Revenue creates an individual tax booking detail for each revenue booking detail that is created according to the applied revenue recognition rule, which disables the deferred revenue booking.

As of version 2.52, JustOn supports deferred revenue handling.

As of version 2.70, JustOn creates individual deferred revenue bookings that are split along the applied tax rate in the first involved booking period. The subsequent bookings will be, however, combined – no longer separated by tax rate.

DATEV automatic accounts and revenue deferral

When transferring bookkeeping data to DATEV, you can, generally, configure JustOn to use gross values when creating bookkeeping data to support automatic accounts (Automatikkonten).

If, however, you use revenue recognition rules to distribute revenues to future booking periods (deferred revenue), you must book net revenues and taxes separately. That is, you either

  • do not use DATEV automatic accounts for booking deferred revenue, or
  • switch off the automatic tax calculation – using the custom booking code field BuCode set to 40 with the relevant booking details (see Enabling Data Transfer to DATEV).

Example Use Case

Consider the following example: There is an invoice whose amount is to be distributed equally to four booking periods using the Booking Month recognition rule. Your accounting requires the deferred revenue to be booked to the account 2500. To this end, you create the following collective account setting:

Field Value
Name Deferred Revenue
Type Deferred
Account 2500

Assume the following invoice:

# Quantity Unit Price Service Period Start Service Period End Tax Rate Pos Total (net)
1 1 1000,00 2018-05-01 2018-08-31 19% 1000,00
Subtotal Net 1000,00
Tax 190,00
Grand Total 1190,00

JustOn generates the following booking details on invoice finalization:

# Booking Period Type Amount Notes
1 2018-05 Tax 190 The tax is always booked in the first booking period.
If there is a corresponding collective account setting for taxes, it specifies the account number.
2 Revenue 250 1/4 of the revenue is booked in the first booking period.
The account number is taken from a corresponding G/L accounts setting.
3 Deferred 750 3/4 of the revenue is booked to the deferred revenue account in the first booking period.
The account number is taken from the corresponding collective account setting ( 2500).
4 2018-06 Revenue 250 1/4 of the revenue is booked in the second booking period.
5 Deferred -250 1/4 of the revenue is taken out from the deferred revenue account to offset the booked revenue in the second booking period.
6 2018-07 Revenue 250 1/4 of the revenue is booked in the third booking period.
7 Deferred -250 1/4 of the revenue is taken out from the deferred revenue account to offset the booked revenue in the third booking period.
8 2018-08 Revenue 250 1/4 of the revenue is booked in the fourth booking period.
9 Deferred -250 1/4 of the revenue is taken out from the deferred revenue account to offset the booked revenue in the fourth booking period.

Now assume there are two invoice line items with different tax rates.

# Quantity Unit Price Service Period Start Service Period End Tax Rate Pos Total (net)
1 1 1000,00 2018-05-01 2018-08-31 19% 1000,00
2 1 500,00 2018-05-01 2018-08-31 7% 500,00
Subtotal Net 1500,00
Tax (19%) 190,00
Tax (7%) 35,00
Grand Total 1725,00

Accordingly, JustOn generates the following booking details on invoice finalization:

# Booking Period Type Amount Notes
1 2018-05 Tax 190 Taxes are booked in the first booking period – if set accordingly, to separate accounts.
2 Tax 35
3 Revenue 375 1/4 of the (combined) revenue is booked in the first booking period.
4 Deferred 750 3/4 of the revenue taxed 19% is booked to the deferred revenue account in the first booking period.
5 Deferred 375 3/4 of the revenue taxed 7% is booked to the same deferred revenue account in the first booking period.
6 2018-06 Revenue 375 1/4 of the (combined) revenue is booked in the second booking period.
7 Deferred -375 1/4 of the (combined) revenue is taken out from the deferred revenue account to offset the booked revenue in the second booking period.
8 2018-07 Revenue 375 1/4 of the (combined) revenue is booked in the third booking period.
9 Deferred -375 1/4 of the (combined) revenue is taken out from the deferred revenue account to offset the booked revenue in the third booking period.
10 2018-08 Revenue 375 1/4 of the (combined) revenue is booked in the fourth booking period.
11 Deferred -375 1/4 of the (combined) revenue is taken out from the deferred revenue account to offset the booked revenue in the fourth booking period.

Info

By default, JustOn fills the field Business Partner Account Number in booking details for deferred revenue using the value of the Business Partner Account field of the corresponding Collective Accounts custom setting record. Your business use case, however, may require to use the value of the custom field ON_DebtorNo on the account instead. To support this scenario, you must activate the corresponding global setting.