Bookkeeping Data for Unbilled Revenue
When billing subscriptions, your business may require to bill items at the end of their service period. to do so, you set the field
Billing Practice to
Invoicing in arrears (see Item-Specific Billing Practice). Your accounting, however, may still require bookkeeping data for those items before they are actually billed. To support this scenario, JustOn can generate preliminary bookkeeping data based on active subscriptions. This bookkeeping data is of the type
When creating and finalizing the corresponding invoices, the existing subscription bookkeeping data is assigned to the invoice and reverted. Consequently, the reverted bookkeeping data offsets the previous unbilled revenue. The actual revenue bookkeeping data for the invoice is generated in addition.
Finally, these records can be transferred to accounting systems like DATEV, SAP or Microsoft Dynamics via CSV export or, for DATEV, direct transfer. Once created, the booking details can no longer be modified or deleted.
The support for subscription bookkeeping data is available as of JustOn 2.58.
Subscription bookkeeping data do not support accounting in gross values. That is, you cannot use automatic accounts in DATEV for bookkeeping data produced from subscriptions.
Subscription Bookkeeping Data Structure
Bookkeeping data is structured in booking periods and booking details. Booking periods and booking details are in a master-detail relationship.
A booking period represents one month in bookkeeping. Hence, it aggregates the booking details produced for this month. Booking periods are grouped by business entities.
Be aware that the booking period status finally decides the booking detail allocation:
- Open: A booking period with the status
Openaggregates the booking details produced for this month.
Closed: A booking period with the status
Closedis ignored. Any booking details produced for this period are moved to the next open booking period.
Booking detail allocation with closed booking periods
Make sure to establish business processes to close booking periods according to your requirements.
A booking detail represents a record in an accounting ledger. JustOn creates one booking detail per subscription item. Basically, it holds the same data as a booking detail produced from an invoice line item, except for
- Invoice Line Items
- Invoice No
These fields are not set since there is no invoice produced yet.
Subscription Bookkeeping Data Workflow
JustOn "simulates" an invoice run per month to create the subscription bookkeeping data. It generates booking details for subscription items of the following types:
Recurring Prorated AVG,
Minimum Fee. Transactional items are ignored.
With respect to the subscription bookkeeping data generation, be aware of the following specifics:
- Subscription bookkeeping data is always created without taxes. That is, you cannot use automatic accounts in DATEV for bookkeeping data produced from subscriptions.
- Subscription bookkeeping data is always created on a monthly base. That is, they may differ from the invoice bookkeeping data if you use longer (or shorter) billing periods or invoice run periods. JustOn makes sure, however, that the subscription bookkeeping data is properly reverted upon invoice finalization.
- Subscription bookkeeping data is of the type
- You can set account numbers or business partner account numbers for subscription bookkeeping data using the Collective Accounts custom setting.
- Since there is no active invoice, subscription bookkeeping data does not consider deferred revenue.
- If there is no start date set (neither for the subscription nor for the item), JustOn uses the current date as the start date.
- If there is no end date, the bookkeeping data is generated for one year.
- For periods for which invoices have already been issued, JustOn does not generate subscription bookkeeping data.
JustOn stores the start date for the next booking detail generation in the Item field
Next Booking Detail Start. This field is used to determine the start date for generating new booking details if the bookkeeping data creation is started for a modified subscription, for example, after adding new items or on subscription renewal.
JustOn does not update existing subscription bookkeeping data. If, for example, you modify the price of an item before creating the invoice, JustOn will clear the difference by creating a correction booking detail when creating and finalizing the invoice.
JustOn recommends to create a report to detect subscription booking details that are not yet assigned to an invoice after the accounting year has expired. Possible findings may indicate, for example, that there were some invoices not created or finalized, or that you need to manually clear bookkeeping accounts.