Default postings: sales and purchase invoices

In this article, we will go through the default postings of sales and purchase invoices and payment transactions related to them.

Sales and purchase invoices’ general postings defaults are used if product or business partner-specific defaults haven’t been determined in the registers. Payment transactions are posted according to Procountor’s defaults, if there are no posting rules determined for bank statements and reference payments, which would affect the posting of transactions that match the rules.

General information

Sales and purchase invoices are posted based on posting defaults set in Procountor, according to the following hierarchy:

1. Product-specific defaults, if determined.
2. Business partner-specific defaults if determined.
3. Receipt type-specific defaults (general defaults are always available)

Postings that have been generated according to the defaults, can be edited manually on the receipt’s Accounting view, if necessary.

Receipt type-specific default postings

Sales

Payments with reference number

• Sales invoices’ default posting is 1700 Accounts receivable / 3000 Sales.
• When the reference payment file is received from the bank, default posting generated on the reference payments’ accounting page is 1990 Payments in transit and balancing difference / 1700 Accounts receivable.
• On bank statement’s accounting page, default posting is 1910 Bank account /1990 Payments in transit and balancing difference.

Payments with no reference number

• If the payer hasn’t used a reference number, reference payment’s default postings will not be generated either. In these cases, postings will be generated as follows:

• This means that the bank statement’s postings should be corrected to match the sales invoice's posting, i.e. account 1990 Payments in transit and balancing difference should be changed to 1700 Accounts receivable to avoid balancing differences in accounting.
• When the payment is received without a reference number, it will not get allocated to sales invoice and the status of the invoice will not change to Paid. In these cases, the invoice needs to be marked as Paid elsewhere on the invoice's Special situations view, or using Bank statement allocation function. 

Purchases

• Purcahse invoices' default posting is 8450 Other administration expenses / 2880 Payment transaction account.
• On bank statement's accounting page, default posting is 2880 Payment transaction account / 1910 Bank account.
• Accounts 2880 and 1990 are transit accounts that should be balanced regularly.

• Primarily, outgoing payment transations are allocated from bank statements to purchase invoices based on an internal payment id, which is not determined by user nor shown in Procountor or the bank statements received to Procountor.
• If the bank is unable to return the payment id on the bank statement, payment transaction can’t be allocated based on the payment id. In these cases, allocation is done based on the reference number. 
• If payment transaction is automatically allocated to an invoice using either internal payment id or reference number, the status of the invoice will change to Paid when the bank statement is received to Procountor.
  • Sales invoice statuses
  • Purchase invoice statuses
  • Travel and expense invoice statuses
  • Salary slip statuses
• If, however, the payment transaction can’t be automatically allocated to the invoice, the status of the invoice will remain to be Payment sent to bank. In these cases, the payment needs to be allocated to the invoice using Bank statement allocation function, or alternatively, the invoice needs to be marked as Paid on Payments > Payment focusing view (given that payment transaction concerning the invoice has actually been handled in the bank successfully).