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Flat-rate evaluation

:!: Please contact PC CADDIE Support if you want to work with consumption flat rates. The flat rate evaluation is included in the cash module, but must be set up beforehand.

The flat rate evaluation allows you to obtain a financial statement in which pre-determined flat rates are forfeited directly and/or credit prepayments can be transferred to the new financial period.

If the flat rates are to be sent with/integrated into the annual accounts of the club, you will proceed as usual.

Create an article

Use the same account range where your club contributions are created. When creating the articles, make sure that the assignment is correct based on the personal characteristics.
If your flat rates are collected from another account, it may also make sense to use a separate account range.

Subsequently, these articles are allocated and billed to the individual persons via the Automatic contribution assignment, together with the club contributions.

Transfer to another account area

The invoiced flat rates must now be posted to the customer as credit in the accounts of the corresponding account area (here OP). To do this, use the menu Accounts/Year End/Copy single bookings into another area.

Here you select the account area in which you want to transfer (normally OP,OPGASTRO or CONSUMPTION).

:!: The target account area must have the same item you previously invoiced in the club account area, i.e., the article must be available for the consumption allowance with identical abbreviations and the same name in both the base area and in the target area .

If you change the status from “Billed only” to “OK bookings only”, only a credit balance will be transferred to you when the bill is paid with the consumption flat rate.

The position now appears as a credit balance for the individual persons in the account.

Booking without billing

If you create the annual accounts statement without using PC CADDIE, go directly to the account area from which you create the catering bills (usually OP, OPGASTRO or CONSUMPTION). Here you select the function Assignment of individual articles on the basis of special groups of people via Automatic Contribution Assignment.

Make sure you check the box Post as receipt of payment with reversed sign. The amount is then posted to the account of the selected group of persons as credit .

Bookings on account

If consumed items are now booked on account during the season, they will appear with the associated voucher number in the persons' open account.

An invoice is generated on the next invoice run as soon as the account has a “debt” (consumption allowance included). Define the minimum balance that should be taken into account during the invoice run under Sales/Print…/Invoices.

This menu item is accessed via Sales/print…/Flat rates.

Individual account detail

  1. Select the person/family either by entering the search abbreviation or the name, or by using the list button on the right.
  2. Select the period to be evaluated.
  3. Decide how you want to have the data evaluated.
  4. Here you get back to the preview window.
  5. This takes you to the year-end booking function.
  6. Click here to access the more detailed settings for the annual financial statements.

Query configuration

The configuration of the query is important for the annual statement. This list shows what is being posted on completion. Customer credit is handled differently depending on the club.

:!: Important are the date on which the minimum consumption should expire and the bottom four lines. Define which categories of goods should not be billed via the consumption allowance and what is possibly defined as additional payment (customer makes a deposit) and does not expire, but should be booked as credit in the next year.

  • Min. consumption → Product category of the consumption flat items
  • Surcharge → Product category of payments or re-bookings that do not expire, made by the customer
  • Miscellaneous → Product group of the articles, which are not included in the flat rate
  • Gastro receipt → Goods category for transfers from the gastro account area

The other check-marks are to be understood as follows:

  • Families together
    Family accounts are displayed together but counted separately and the totals are shown under the head of the family.
    :!: For the group of persons, take into account that, for example, there are people who are contact persons but not members. Create a filter that includes these people.
  • Family accounts together chronological calculated
    Family accounts are counted as one account. Credit does not expire for individuals, packages are calculated as total. If the function is not activated, the lump sums of the individual members of the family summary expire.
  • Show family transfers
    Transfers within the family are reported.
  • Include family transfers in the calculation
    Family transfers made through invoices are included in the total.
  • Consider postings before the period
    The complete account is calculated.
  • All incoming payments as additional payments \\The payments made are counted as an additional payment.
  • Include final bookings \\The final bookings are included.
  • Show null bookings
    There is an account entry, even if the amount amounts to 0.-.
  • Persons groups
    Which persons should be considered in the overview.
  • Members additional info
    Consumption is not in the account but in an info field.
  • Members info date Info field should be booked on this date.

Year closing bookings

Prerequisite for the year-end postings with any transfers is the creation of the respective articles, which are then assigned to the respective function.

Flat rateBooking or transfer of the flat rate into the account
ConsumptionCatering consumption transfers
ExpirationResidual lump sums that expire will be booked out with this item
BalanceAccount balance (deposits or debt accounts) will be re-booked after completion

:!: Be sure to print out the checklist prior to closing.

LastDate of the last consumption
AmountValue of the last consumption
Flat rateValue of the originally booked consumption allowance (individually or family-grouped)
SingularProvided (advance) payments
ConsumptionTotal amount of consumptions
OtherConsumption not calculated against lump sum
Rest flat rateResidual remainder of the original lump sum after deduction of consumption; the amount expires
BalanceCurrent account balance (remaining balance minus consumption)
Rest balanceCredit or debt transferred to the next year

Existing discrepancies must now be resolved. If the lists are okay, play it safe and make a Fast backup. Then run the year-end booking.

en/umsaetze/drucken/pauschalenauswertung.txt · Last modified: 2019/04/07 12:32 by emilia
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