Moving a Prepayment from the Register Period

Some Of the nominals and ledgers used in this topic may be different to those in your chart of accounts.

Issues with prepayments can be experienced if the relevant accounting periods either don't exist, or have a security role of PERIOD.9 or NO_ACCESS. Prepayments can only be made to an accounting period with a security role of PERIOD.8 or less.

If an accounting period within a prepayment range has a security role of PERIOD.9 or NO_ACCESS, the prepayment is ignored for that period and allocated to the next future accounting period with a security role of PERIOD.8 or less.

If no future periods exist with a security role of PERIOD.8 or less, the remainder of the prepayment is posted into the Register period (REG.REG) as separate documents (one document per period that could not be posted). In the following example, two PM – Prepayment Movement documents would be posted to the REG.REG period, each for £1000.

Period Example Access
Level		 Prepayment
Posting
Period 1 (Current) 2020/21.01 3 £1,000
Period 2 2020/21.02 8 £1,000
Period 3 2020/21.03 8 £1,000
Period 4 2020/21.04 8 £1,000
Period 5 2020/21.05 8 £1,000
Period 6 2020/21.06 8 £1,000
Period 7 2020/21.07 8 £1,000
Period 8 2020/21.08 8 £1,000
Period 9 2020/21.09 8 £1,000
Period 10 2020/21.10 8 £1,000
Period 11 2020/21.11 9 £0
Period 12 2020/21.12 9 £0
REG.REG £2,000
TOTAL £12,000

If this occurs, you need to change the security role on the two accounting periods to a maximum of PERIOD.8 then edit the document(s) as the current user, assuming their access level matches the accounting periods. For more information, please see the following scenario:

A (MLPI7) has been posted for 12 months annual insurance. The invoice should have been prepaid to cover the full 12 months the insurance is active for. Periods 11 and 12 had a security role of PERIOD.9 at the time of posting. As a consequence, the prepayment that should have been posted in periods 11 and 12 have posted to the Register period as no future open periods exist.

The needs to be edited to post the prepayment into the correct periods.

Before correcting the documents, speak to your CUSTADMIN user and request they change the security role on the applicable periods to PERIOD.8. This opens the periods and allows you to move the prepayments into them.

Alternatively, log in as the CUSTADMIN user to edit the documents without reducing the security role on the applicable periods.

  1. Right-select on the applicable prepayment document you need to edit, then select Move to the Books.

  2. The Move documents out of the Register window is displayed. Select the applicable document(s), then select MOVE.
  3. A confirmation message is displayed. Select OK to return to the previous window.