Posting Payments, Accruals, and Depreciation

The Postings schedule views contains information about any transaction between the lessee and lessor for both finance and operating leases. For every period displayed, there is the option to post payments (i.e., interim invoices for the payments), post the accruals, and post the asset depreciation.

By default, depreciation postings are only available for ASC 842 operating leases, but the application can also be configured to post straight-line depreciation for finance leases under US-GAAP, IFRS, and GASB. The application uses a weighted average exchange rate to convert the depreciation amount from contract currency to any other depreciation area currency. The weighted average rate calculation is displayed in the Document pop-up window for posted depreciation documents. The application uses the same weighted average rate for every period, until an event occurs. Note that certain versions of SAP require that the conversion from company to group currency be performed by SAP. In this case, the application will show the amount returned by SAP, as well as the spot rate that was used. If SAP allows the application to send group currency amounts, or if the system is operating in standalone mode, the application uses the weighted average rate for the company to group currency conversion. For more information on weighted average exchange rates, see Exchange Rates and Parallel Currencies.

When a posting is initiated, the application posts to internal application tables. When the application is configured to post directly to SAP and the posting was initiated by a user, the job scheduler will immediately call the BAPIs, passing the inputs from the tables to trigger document creation in SAP. Note that all postings must be performed under all supported accounting standards. Alternatively, the system administrator can configure scheduled jobs to post all available payment, accrual, and depreciation postings up to the current date.

Once payments, accruals, or asset depreciation have been posted to SAP, the generated SAP documents can be viewed. If the postings are done at the unit level (by viewing the Posting page for one unit), one SAP document will be created for each posting.

Note: There is a "Posting Start Date" that can be configured in the Nakisa AdminConsole per classification, accounting standard, or company code. For any postings triggered from the application with a Document Date before the posting start date (for the relevant company code, accounting standard, or classification), the application will post the document only to the internal tables. The posting status will show "Posted (Internal)". To find out the configured posting start dates, contact your administrator.

Note that if vendor invoices have been enabled for this contract, the payment is only posted for the main accounting standard with one clearing document per ledger.

If the GL accounts are configured as P&L accounts (which require Cost Objects), the application will send the Cost Center for all postings to these accounts. If the GL accounts are configured as Balance Sheet accounts, the application does not send the Cost Center field in postings.

If the system is operating in hybrid mode, the application fetches live exchange rates and tax amounts from SAP, but only generates internal documents. If the system is operating in standalone or hybrid mode, additional steps are required after posting payments, accruals, or asset depreciation. The status will show "Posted (Internal)" until these steps are completed. See Updating Internal Posting Statuses with Excel for more information.

If the system is operating in standalone mode and Cost Center allocation rules were defined at any level of the lease, the application splits all amounts to P&L accounts to different Cost Centers. Note that the allocation rules can be modified at any time on an active contract (i.e., no event is required to modify the rules). If the system is connected to SAP, the allocation rules can be defined directly in SAP.

If required, posted documents can be reversed directly from the application. The "Posted" status becomes "Reversed" in the Document window. Note that if the system or company has been migrated from a fully connected mode of operation to a hybrid mode, you can no longer reverse documents posted before the migration.

If posted documents were reversed directly in the SAP ERP, the application will detect it, display the information, and show the icon . Note that at this time, the SAP Posting Bot does not detect documents that are reversed directly in SAP, therefore in hybrid mode, documents should always be reversed from the application. If any document was reversed in SAP, use Import Transactions to update the posting status to Reversed (External) in the application.

For information on how the application translates currencies, see Exchange Rates and Parallel Currencies.

To make postings:

  1. Load the contract, lease component, or activation group.
  2. Click Context Menu > View Postings.
  3. The Schedules tab opens, with the View drop-down automatically set to "Postings". Note that the page automatically loads with the Level drop-down automatically set to the first unit in the list.
  4. If required, review the financial schedules.
  5. Click Post. You must set the following fields:
    • Document Date, which links the document to a period.
    • Posting Date for the posting document.

    Note: The application verifies whether the last depreciation post causes a negative NBV in SAP. If that is the case, the application adjusts the amount of the last depreciation, and there the amount will no longer match the depreciation amount in the financial schedules. A warning message is displayed to indicate to users that the final posting amount has changed.

    Note that the application can be set up to post all available payments and accruals on a scheduled basis. Contact your system administrator for more information.

    Tip: Click Refresh at the top of the screen if the status of the button does not seem to be updating.

  6. The status changes to "Posting" or "Posting (Internal)", and then changes to:
    • "Posted" if the application is posting directly to an SAP ERP, and the Document Date is after the configured SAP Posting Start Date.
    • "Posted (Internal)" (i.e., posted to the internal tables) if the application is operating in standalone or hybrid mode, or if the Document Date is before the configured SAP Posting Start Date.
  7. To view the documents, click in the Payment, Accrual, or Depreciation column. Debit and Credit line items are displayed at the bottom. Note the following:
    • If the application is connected to SAP and assets are maintained in FI-AA, the line items are retrieved from SAP for depreciation postings. If the application is posting internally (i.e., it is operating in standalone or hybrid mode, or the Document Date is before the configured posting date), the application uses the GL accounts configured in the application for the asset.
    • The application verifies whether the last depreciation post would cause a negative NBV in SAP. If that is the case, the application adjusts the amount of the last depreciation, and then the amount will no longer match the depreciation amount in the financial schedules. A warning message in the Documents window indicates to users that the final posting amount has changed.
    • If the system is in standalone mode and Cost Center allocation rules were defined at any level of the lease, the application splits all amounts to P&L accounts to different Cost Centers. Consequently, there is one line item for each split amount, and each line shows the "Allocation Percentage".
    • Hover over the posted amounts to see full, un-rounded amounts and the exchange rate used (up to 5 decimal places).
  8. To view the posted documents in the SAP WEBGUI, click in Document Number field.
  9. If a posted document was reversed directly in SAP, the label in the Payment or Accrual column changes to "Repost".
    • Click to view the document information for the original posted document and the reversal document.
      • The Reversed checkbox will be selected to show that the original document was reversed.
      • The field Reversal Document shows the number of the reversal document and has the icon to view the document in the SAP WEBGUI.
      • To re-post the payment or accrual, click Repost.
  10. If the system is in standalone or hybrid mode, one of the following options are available to complete the posting process: 

    • Update the status from "Posted (Internal)" to "Posted" via transaction Excel imports and exports.
    • If an SAP Posting Bot is configured to run with the application, it will regularly transfer internal documents to SAP. The status changes from "Posted (Internal)" to "Posting (External)".
      • If the posting to SAP is successful, the status then changes to "Posted (External)".
      • If the posting to SAP fails, the status changes to "Failed (External)". The next time the posting bot runs, it will pick up the failed postings to reattempt the posting. If required, click Reverse to reverse the internally generated document (e.g., if the GL account configuration needs to be changed).

      Note: For details about documents posted by the SAP Posting Bot, copy the Document number and enter it in the following URL (where <hostname> is the Web server name of your current Nakisa Lease Administration instance):

      https://<hostname>/leasing/app/proxy/jebot/report/<document-number>/

To reverse posted documents or view detected reversals: 

  1. To reverse a posted document directly from the application, click next to the Posted status.
    1. Click the orange Reverse button.
    2. Select the Reversal Reason in the drop-down list.
    3. Click Post Reversal.
  2. The status changes to "Reversing" or "Reversing (internal)".
  3. When the reversal is successfully posted in SAP, the status changes to "Repost". Note that if documents are reversed directly in SAP, the application can detect it and also change the status to "Repost". Note that at this time, the SAP Posting Bot does not detect documents that are reversed directly in SAP.
  4. Click to view information about the document.
    • One of the following statuses is displayed:
      • "Reversed" if the application is connected to an SAP ERP, and the Document Date is after the configured SAP Posting Start Date.

      • "Reversed (Internal)" (i.e., reversed in the internal tables) if the system is in standalone or hybrid mode, or if the Document Date is before the configured SAP Posting Start Date.
        • If an SAP Posting Bot is configured to run with the application, it will regularly transfer internal documents to the ERP.
          • The status changes to "Reversed (External)" once the document is successfully reversed in SAP.
          • The status changes to "Failed Reverse (External)" if the reversal failed in SAP. The next time the posting bot runs, it will pick up the failed reversal to reattempt it in SAP.
    • To view the reversal documents in SAP, click in the Reversal Document field. Note that you may have to sign in to the SAP GUI using your SAP credentials.
  5. To re-post the document, click Repost.

See also:  

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