Table of Contents
- Capture liabilities
- Capture liabilities fields
- Capture liabilities manually
- Negative liabilities
- Create liabilities via a purchase order
- Merge multiple purchase orders into one liability
- Link one purchase orders to multiple liabilities
- Create liabilities from an incoming payment
- Account liabilities
- Liabilities items
- Liabilities taxation in addresses
- Copy liabilities
- Regular liabilities
- Release liabilities for payment
- Pay liabilities
- Create new transfer (manually)
- Add files to a liability
A liability is the obligation of a debtor to its Creditor. In simple terms, it is the invoice that the supplier issues to a company. The liability module includes all the important functions, such as storing the scanned invoice to the liability, posting the different tax rates, controlling the invoice via the tax rates, control of the invoice via the Invoice Receipt Verification, and the additional initial account assignment for the FIBU as well as the scheduled output of the liability as a SEPA transfer, including consideration of the cash discount settings.
Liabilities can be entered in two ways:
- Manually create a new liability
- Create one or more liabilities from a purchase order
In the overview, all liabilities are listed and can be filtered according to certain criteria.
- Payable by → refers to "Payable by" field in a Liability
- From date → shows all liabilities from the entered Date
- Goods receipt OK is missing → "traffic light" icon for goods receipt inspection is orange (goods receipt inspection is not yet confirmed (check mark))
- Invoice receipt OK is missing → "traffic light" icon for the invoice receipt verification is orange (invoice receipt verification is not yet confirmed (check mark))
- PDF attachment missing → liabilities without PDF attachment (if a liability has no PDF file assigned)
- Account link missing → the assignment to an account posting is not (yet) done
- Only cancelled → also show cancelled liabilities
- All → all liabilities (also canceled, posted etc.)
- Archive (paid liabilities) → all booked (or marked as settled) liabilities
- Clearance cases → all clarification cases
- Missing account assignment → all liabilities for which the account assignment is missing
- RE date and receipt different months → liabilities, where the invoice date and the date of receipt is different months
- Payment missing → Liabilities for which the payment is missing
If a liability is paid, it will appear in the archive (filter "Archive"). The "traffic light" icon changes from orange to green. Linked incoming payments are displayed in the mini-detail of the liability:
Partially paid liabilities are also marked in the overview with a new icon and the open difference is displayed in a new column.
The "+NEW" button can be used to create a new liability.
- Supplier → select the supplier from the address master. → click "Apply" supplier
- Please note number legibly on invoice "NUMBER" → the liability number can be noted at the top of the document for assignment purposes
- Invoice no. → field to enter the invoice number of the Supplier invoice
- Purchase order → optional: link to a purchase order in xentral (automatically set when "Purchase order → Create liability")
- Invoice date → date on supplier invoice
- Amount/Total (Gross) → total gross amount of the supplier invoice
- USt. normal → in percent
- USt. reduced → in percent
- Other tax → in percent
- Other tax → in percent
- Posting text → posting text for the bank transfer and/or the accounting export
- Project → project assignment
- Subproject → subproject assignment
- Order → order assignment
- Cost center → cost center assignment
- General ledger → account assignment (are liabilities for accounting are generally assigned to an account, it is recommended to do so via the tab "Account assignment"; this field can then remain empty)
- Clear case → clear case marking as a marker in the liability or via the bank account
- Reason → clarification case reason
- Internal remark → internal remark for other purposes
- Date of receipt → receipt of supplier invoice
- Mode of payment → mode of payment (is drawn from the address, but can be changed individually; payment method prepayment or invoice is taken within the Sepa payment transactions)
- Payable until → due date (if available, will be taken into account in the Sepa payment transactions taken into account)
- Discount in % → discount (if available, is taken into account in the Sepa payment transaction)
- Set discount → set discount value individually
- Discount until → date until when discount can be drawn (if available, will be taken into account in the Sepa payment transactions)
- Sales tax → domestic, EU, import
- USt-ID → VAT number
- Freight costs → optional: indication of freight costs for information purposes
- Release → hook for traffic light switching in the overview: goods/service inspection (Purchasing)/Invoice receipt verification (Accounting)
- Amount paid → enter amount; mark as paid. (if without incoming payment, this can be set manually)
- Cash discount received → enter amount of the cash discount, which was received
- Paid on → date of payment
- Action → delete, cancel, mark as done
- Status → liabilities status e.g. "open"
- Write protection → when activated, the liability can no longer be processed
A new liability can be created and entered directly by clicking the "+NEW" button:
- Create new
- Select supplier
- Enter remaining data in the liability
- Upload document
- "Release" liabilities → Assigns the liability the next larger Number from the number range. The number range can be set individually and the release of the liability as with all other documents
The liability does not yet have a document number. This is via the "release" issued:
By releasing the liability, a number is assigned. The liability receives the next number in the number range (depending on the project from the central Number range or the project number range):
Liabilities can be created manually without a link to a purchase order. However, this linking can be done retroactively. Each stored liability is given a sequential number which can be noted on the invoice. If a supplier credit note is received, this can be recorded with a liability. To do this, the value of the supplier's credit note must be entered as a negative amount and carry out the initial account assignment. In Financial Accounting Export, the corresponding vendor account is posted and the minus sign in front of the amount is removed.
Liabilities cancelled in xentral are not included in the financial accounting export.
Supplier credit notes:
- Vendor credit notes can be created as a separate document as a negative liability created. If a repayment of the amount of money on the bank account is made, this payment can be linked to the liability
- Alternatively, the credit note can be offset against an invoice and be created in a liability. The amount is then (invoice amount-credit amount) → this amount is transferred to the supplier and then in the incoming payment. Thus the liability would have two PDF Documents and can also be split accordingly when posting
- The liability then turns out to be higher or lower than the purchase order. (The purchase order can then either be adjusted again or when a liability is created, the difference in the order in the note field). The amount for the liability is then lower or higher than the purchase order amount, but at this point, it matches the PDF document of the supplier (the supplier's invoice and the liability have the same amount, the difference is only related to the purchase order. Here the article price can be adjusted directly in the order (edit icon next to the position of an order, if you select it in the front of the order overview with the gray arrow in front unfolds) (purchase price at the article)
There is also the possibility to enter liabilities via OCR by uploading a Vendor invoice uploaded, there the fields are automatically recognized and the corresponding values are assigned. Three values can be captured:
- Invoice number
- Invoice date
- Amount/Total (gross)
In the "Search for" area, enter the term that represents the particular value on the invoice. Under "and take the value" is defined where the value of the respective term stands.
Via Purchasing → Purchase Orders, a liability can also be created in the mini detail.
One or more liabilities can be created directly from a purchase order.
- Create liability: via the "Create liability" button
- Fill liability: suggested is the full amount. If only a partial amount is made, this is to be changed and save
- The liability is displayed in the order
- Additional liabilities to this order can be created until the difference is 0.00
- Completely delivered orders can be completed by clicking the button "Order close"
- Items from this order will no longer be displayed in the goods receipt area (The order is closed)
Multiple purchase orders from the same supplier can also be linked to a liability. Here, in the liability, the amounts for the respective purchase orders can be divided. The message above informs about the amount to be split. For the transfer via XML, the amount at the front of the liability is decisive. The individual allocated amounts in "Allocation of orders" are here only for information purposes and the correct representation in the order.
A collective liability can be created directly via the liability or the purchase order:
- Accounting → Liabilities → NEW
- Or: Purchasing → Purchase Order → Button: "Create Liability" → Target: New Liability
Accounting → Liabilities → NEW → Tab: Assignment of purchase orders- "+ Create new Create new entry" → here several purchase orders can be created
- enter in the search the purchase order number or the supplier name
- select purchase order
- the amount of the order will be inserted
- when all relevant data is entered "save"
- in the list will appear the individual orders
Note: The collective liability documents are allocated to purchase orders. For the transfer to the supplier via the "Sepa payment transaction", the individual amounts are not automatically added together. Here the field "Amount/Total (gross)" is decisive:
Link one purchase order to multiple liabilities
In the case of larger deliveries or deliveries that are separated in time, one purchase order can have more than one vendor invoice (liabilities). From one purchase order several liabilities can be created (temporally separated, partial amounts of the entire purchase order).
Multiple liabilities can be created as follows:
- Accounting → Liabilities → NEW (Link manually to purchase order no, if available)
- Or: Purchasing → Purchase Order → Button: "Create Liability" → Target: New liability
Note: In the example, there is still a balance outstanding. This liability will be created as soon as the supplier invoice is available.
In the "Accounting → Liabilities" overview, the two new Liabilities are available individually.
Create liabilities from an incoming payment
It is possible to create a liability directly from an incoming payment and link it directly:
In the dialog box, the liability can be created. If the amount of the liability and that of the incoming payment match, the status is automatically changed.
Note: For the export using DATEV Enterprise Online the initial account assignment in the tab "Initial account assignment" in the liability is absolutely necessary.
Liabilities can be directly pre-accounted:
- Enter number of account assignment in the field, prefix with control key if necessary (e.g. 906815 for 19% incoming invoice office and business supplies or automatic account 5400 goods receipt 19%). In the accounting program (e.g. DATEV) the input tax is only booked correctly if the tax key in xentral is prefixed to the expense account. (90 for 19% and 80 for 7% input tax)
- subsequently you need to save
The account will be used for the entire amount and will be saved in "pre-accounts". Here, the account assignments can also be post-processed.
If a liability is to be split into several parts, this is possible via "preliminary account assignments":
- Split amount directly into two postings and assign
- Alternatively, the total can also be posted to the first account in front and here be post-processed
Note: To export the liability to DATEV Company online successfully, is first in the tab "Initial account assignment" the corresponding Liability to pre-assign. The one-time maintenance of the G/L account without pre-accounting is no longer sufficient here. If no initial account assignment has been carried out so far and therefore the export did not work, the entries with initial account assignments for the past liability must be carried out manually.
- gray "+" → loads the total amount of the liability
- green "+" → loads the tax rate that is set under the "Tax rate" field
- green "-" → subtracts the tax rate set under the field "Tax rate"
In the overview of liabilities, there is an option to filter by account assignments. Here, a search term or date must be entered (e.g. account number, date range, etc.).
In the "Positions" tab, positions can be loaded from the linked purchase order.
The "Reload items from goods receipt" button are used to load the items from the purchase order. This is for overview purposes only - the value of the liability does not change as a result.
Note: If the liability is created via a purchase order, whose goods receipt has already been posted, the positions in the liability will be automatically filled.
Taxation of liabilities in addresses
Using the dropdown in an address → Details → Payment conditions/taxations. The taxation of the liability can be specified directly in the supplier address.
It is possible to copy an already existing liability.
This will take the following fields:
- Sales tax
- Cost center
- Mode of payment
- Supplier's UST ID
In the regular liabilities tab, liabilities can be created via incoming payments for a specific day in the month automatically with predefined dates.
With the "create new entry" button a new entry can be added.
- Select → Select by incoming payment or by date
- Type → If per incoming payment was selected above, there is the option to choose between liability, chart of accounts, and import error. Chart of accounts posts the line to a specific chart of accounts and Import error marks the line as an import error
- Active → Only active entries are evaluated for regular liabilities
This option works when xentral detects, based on the filters in the regular Liabilities, an incoming payment row that meets the requirements of these set filters. If this is the case, a liability is automatically created. In addition to a liability, this row can also be automatically set to import errors to a chart of accounts.
Note: In order for a liability to be automatically created, the "Supplier" field in the regular liabilities rule must be filled in.
- Posting text → this posting text on the bank account is always the same and should be recognized (e.g.: "permanent lease 12345X"). It can also be filtered with %Text% for a text module in the middle of the posting text. E.g. %Rent% for "This is the rent due"
- Target → this amount in the column SHOULD be recognized
- Have → this amount in the column HAVE to be recognized
- Fee → this amount in the FEE column is to be recognized
- Currency → the entry has the following currency
- Supplier → mandatory field! The liability is to be created on this Supplier
- Counterpart account → the liability should be created on this G/L account/expense account (e.g. office supplies: 906815)
- Invoice no → the liability should receive this invoice no. (eg NR. 12345X)
- Purpose → the liability should receive this posting text
- Cost center → the liability should receive this cost center
- Mode of payment → here, the payment method for the liability to be selected
- Release → set a check mark in the create liability for goods receipt inspection/invoice inspection
- Counterpart account → the G/L account/expense account to which the line item should be posted in the incoming payment
- Reason → the reason for the import error, which is noted in the posting
Unlike the via incoming payment option, the liability is created automatically when a certain day in the month is reached. Then it is enough to click in the liabilities overview to create the liability automatically.
Additional fields compared to the option via incoming payment:
- Day → day in the month on which the liability is to be created
- Amount → this amount is taken for the liability
- Currency → this currency will be taken for the liability
Release liabilities for payment
Liabilities released for payment are green. Only these liabilities can be fetched by accounting for payment.
The switching of the traffic light is done directly in the liability. The binding can also be accessed directly through the order.
Prepayment Payments are transferred to the SEPA payment transaction without a goods receipt check. The check of the goods receipt can then be done afterward directly via the tab "Archive". The traffic lights will still be displayed here. If there is an associated order, this is also not yet completed.
Accounting → Liabilities → "gray check mark" under menu
- Pay liabilities
- Click "gray check mark" (marks the liability as paid)
Accounting → Payment transactions → Load liabilities
- "Load liabilities" fetches all released liabilities
- Select liabilities (check or use preselected due ones)
- Select bank account
- Generate file "Assign and release payment" click
- "SEPA collective transfers" click and download file
- After the transfer (via bank or software) mark file as completed
It is possible to automatically set a liability to be paid. Via Administration → Accounting → Payment methods you have to create a new payment method. Here you need to check off the box "automatically pay (liability)".
Now this payment method can be selected at the corresponding supplier under the tab "Payment conditions/taxation". All liabilities to this supplier are then automatically set to paid and end up in the archive.
Partial payment of liabilities
When a liability has been paid in 2 payments, you can see them in the incoming payments (Accounting > Incoming payments > *Select account* > Import). Here, select the payments concerned with the pencil icon and then, from the list that appears below, select the liability concerned with the arrow icon. Then enter the value of the payment in the Debit field. After saving, the assignment will be displayed in the overview.
Alternatively, you can also assign the bookings using the magnifying glass icon and complete the bookings.
In payment transactions, transfers can also be created directly without liabilities. In this way, for example, reimbursements to employees can be entered and be included in the next transfer run:
- Click on "new remittance"
- Fill in data
The transfer will then appear in the list
Note: There are open amounts to suppliers that may be deducted.
As soon as negative liabilities have been created (supplier credit notes) appears in the SEPA payment transactions a note:
Here are the following options now:
- Edit icon: It will jump to the corresponding liability
- Check icon: The liability is set to "paid" and ends up in the archive of liabilities. The entry in the info note in the incoming payment also disappears. Important: There will be no automatic adjustment/offsetting of other open liabilities executed - this will have to be done manually
Allocate negative liabilities
As written above, this info box is for information purposes only and the adjustment of the amount or the offsetting to the other liabilities of the supplier must be done manually. For this purpose, the edit icon of the loaded liability can be clicked to adjust the information of the liability.
In the incoming payment, the amount reduced by the vendor credit memo can then be posted to the liability with the full amount. This creates automatically a second line in the incoming payment, which can be mapped on the supplier credit note.
The "Files" tab can be used to add files, such as an invoice, to the liabilities. This can be done either by drag&drop or by using the search pass.
Note: If more than one PDF is uploaded, care must be taken to ensure that the PDF formats are the same, otherwise an error message will appear in xentral. If more than one PDF is uploaded, xentral will try to create a collective PDF, which does not work because of the different PDF formats. One solution would be to save the PDFs as a collective PDF in a PDF editor and then also upload this to the liability as a file.