Account Statement

In the Account Statement view, you can record transactions for the following payment types:

• Debtor OPOS
• Third-party funds
• Payment
• Direct expense
• Direct advance
• Direct payment

This view is designed to make booking transactions from account statements or cash books easy and convenient. You can generally post transactions across different locations. The reports Account Statement and Account Statement with FC are available to you.

The posting period must be selected before entering transactions. In the period filter, you can enter the posting period directly or select it from the period list. Click the selection button to open the list of posting periods. The value from the "From" field is automatically copied into the "To" field. The posting period from the "To" field is set as the posting period for the transaction. The "From – To" range can be used to select transactions for a reversal.

You can also post a financial account in a foreign currency and generate the Account Statement with FC report.

The location of the logged-in user is set by default.

After selecting the time period, posting period, and financial account you want to post, click the Update button in the ribbon to start entering the account statement.

For each transaction, you can enter additional information in the right-hand Additional Information section, such as location, file, employee, legal area, contact, cost bearer, cost center, project, and practice group. This additional information is automatically filled in based on the payment type and the selected open item.

You can set up the system so that the posting text is automatically filled with the file reference when you enter a file. The posting text can still be edited.

The Previous Balance field shows you the cross-location balance of the filtered financial account as of the "Date from" in the period filter.

To display the account balance in the "Previous Balance" field, the opening balance must be posted.

You can configure shortcut keys for the account statement. You’ll find this configuration under KMS > KMS Options > Keyboard Shortcuts > Quick Entry

Reversing Transactions

You have the option to reverse a transaction. The reversal keeps the transaction figures of the original entry, using the original date and opposite sign. The posting period is generally based on the document date. If the reversal is done at a later date, you can manually change the posting period (for example, if the reversal is made at a later time).

Account in Foreign Currency

In Special Administration (Accounting) > Account Functions, you can assign a foreign currency to a financial account and thus create a foreign currency account.

You can either enter an exchange rate or the amount in euros; the amount in the foreign currency must always be entered. When posting, the exchange rate field is carried over. A 0.00 € amount (FC) is allowed. Please note that Lexolution does not support reprocessing transactions at a changed exchange rate.

Debtor OPOS

The Debtor OPOS payment type is used to record payments on open items (OPOS). Payment entry is semi-automatic, as the tax situation selected when creating the invoice determines how the revenue is posted.

Open invoice items can be searched by invoice number, file reference/name, or contact (invoice recipient). The system automatically allocates the amount first to tax-free expenses, then to documented expenses, and finally to fees.

If the revenue allocation of the invoice is changed manually, the amount is distributed according to the custom settings in the revenue allocation. Alternatively, when posting the payment, the user can manually allocate the amount differently if needed.

If the payment relates to multiple OPOS, you can select them using the CTRL key and post them together using the Payments on Multiple Open Items function.

If an open item is overpaid, Lexolution will display a message asking if the unallocated amount should be posted as third-party funds. If you confirm with Yes, a third-party funds posting is created for the corresponding amount that cannot be allocated to the invoice.

If you need to reverse a payment, you can select the cleared item by unchecking Show only open when selecting open items and refreshing the view. In the same way, you can post a 0.00 € payment to a cleared item to change the revenue allocation afterward.

Third-party Funds

With the Third-party Funds payment type, you can post third-party funds to a file. It is posted to the general third-party funds account specified in the configuration.

Payment

The Payment payment type is used to post business transactions that are not related to a file. You can access the preconfigured posting templates.

Direct Expense

The Direct Expense payment type is used to post expenses for a file directly by the accountant. An expense posted here will also appear under Time Tracking > Expenses as an expense and can be included in the invoice. Using the Assign Existing Expense button, the accountant can view previously recorded expenses for the file and, if needed, link the direct expense to a previously entered expense. This prevents double entry of the expense amount.

Direct expenses posted on the debit side appear as negative expenses and can be billed as negative expenses. However, the total amount (payment amount) of the invoice must remain positive or at least 0 EUR.

Direct Advance

The Direct Advance payment type allows you to record an advance payment without first creating an advance invoice. The direct advance must be posted to a file. For this file, the advance amount can then be credited as a received advance in the invoice line items. Increases are posted on the debit side and result in a new received advance. Decreases are posted on the credit side and reduce an existing received advance. Negative received advances are not allowed.

Direct Payment

The Direct Payment payment type allows you to record payments with revenue allocations without having to create an invoice or credit note in Lexolution (e.g., for fee payments from lectures or publishing activities).

Acquisition Distribution in Account Statement

When posting payments in the Account Statement view, the ribbon provides the buttons Resulting Acquisition, Acquisition Distribution, and Advance Payments.

Under Resulting Acquisition, you can view the resulting distribution of the payment for the open item, based on revenue and acquisition distribution. This display is shown regardless of whether the export of the acquisition distribution is enabled.

Under Acquisition Distribution, you can edit the acquisition distribution for the related file.

Under Advance Payment, you can allocate the selected advance payment.