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.
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.
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.
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 entries of payment receipts with opposite sign. The amount is then posted to the account of the selected group of persons as credit .
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 Accounts/Print…/Invoices.
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.
The other check-marks are to be understood as follows:
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 rate||Booking or transfer of the flat rate into the account|
|Consumption||Catering consumption transfers|
|Expiration||Residual lump sums that expire will be booked out with this item|
|Balance||Account balance (deposits or debt accounts) will be re-booked after completion|
Be sure to print out the checklist prior to closing.
|Last||Date of the last consumption|
|Amount||Value of the last consumption|
|Flat rate||Value of the originally booked consumption allowance (individually or family-grouped)|
|Singular||Provided (advance) payments|
|Consumption||Total amount of consumptions|
|Other||Consumption not calculated against lump sum|
|Rest flat rate||Residual remainder of the original lump sum after deduction of consumption; the amount expires|
|Balance||Current account balance (remaining balance minus consumption)|
|Rest balance||Credit 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.
The OP or consumption flat rate area can be closed like a contribution account area after the flat rate evaluation. However, you have to be aware that the debt from the previous year is not offset against the consumption flat rate in the new year. It looks like this in the account, but it is not included in the flat rate evaluation.
Balance transfers have a special entry and different than consumption credit, because that should cover everything from one year - something that comes in through an annual carryover and therefore does not belong in the flat rate.