Finance - Monthly Procedures

At the end of each month, a series of tasks must be completed to generate the necessary vouchers for export to the accounting system. This process should ideally be done on the first day after the end of the month.

1. Review Unbalanced Payments

An unbalanced payment lacks a reference to a valid invoice in BRP, meaning it cannot be linked to any transaction. The received amount is recorded in the unbalanced payments account and can later be handled in BRP or removed manually in your accounting system.

📌 See instructions on Unbalanced Payments.

2. Invoice Clip Cards for Post-Billing

Post-billing for clip cards should be completed as part of the monthly closing process.

📌See instructions on Value Card for Organization.

3. Check Customer Accounts

Customer accounts are usually invoiced together with direct debit (AG) withdrawals. Customers without direct debit must be invoiced separately.

📌 See instructions on Invoicing Customer Accounts.

4. Create a Payment Journal for Manual and Unbalanced Payments

The payment journal includes invoices that were paid during a period and a voucher specifying the distribution across accounts and dimensions.

Payment journals for invoices are automatically created when payment files are imported into BRP. However, manual payments, adjustments, and reconciliations must be recorded at least at the end of each month.

Steps to create a Payment Journal:

1. Go to BRP Back Office > Invoicing > Payment Journals.

2. Click "Create Journal".

3. Select the last date of the previous month and confirm.

4. Choose the "Payment Journal" template, print, and confirm.

5. Create an Invoice Journal

The invoice journal records invoices with an invoice date up to the selected period. Since BRP supports multiple numbering series and separate ledgers for different invoice types (e.g., standard invoices, direct debit invoices), multiple invoice journals may need to be created.

Steps to create an Invoice Journal:

1. Go to BRP Back Office → Invoicing → Invoice Journals.

2. Click "Create Journal".

3. Select the invoice type.

4. Choose the last date of the previous month and confirm.

5. Choose the "Invoice Journal" template, print, and confirm.

6. Create Register Reports

Register reports must be generated for receipts that have not yet been recorded.

📌 For instructions, see Create Register Report from Point of Sale.

7. Clearing Expired Value Cards

Once a value card's validity period has expired, the liability can be removed by recognizing it as revenue. A voucher is created in the form of a register report for each clearance, which must be recorded in the accounting system.

• Gift Cards are typically recorded as a liability and should be recognized as revenue when they expire. These are VAT-exempt.

• Clip Cards are fully recognized as revenue at the time of sale, so clearing them has a different accounting effect. However, it is advisable to clear them for tracking purposes.

📌 Instructions available at Clearing Expired Value Cards.

8. Create a Deferred Revenue Journal

At the end of each month, part of the subscription revenue must be allocated to the appropriate revenue account using an accrual journal.

For prepaid subscriptions, BRP calculates a daily revenue amount and transfers the total for the month accordingly. The exact amount will vary depending on whether the month has 28, 30, or 31 days.

Steps to create an Accrual Journal:

1. Go to BRP Back Office → Finance → Deferred Revenue Journal.

2. Click "Create Journal".

3. Select the last date of the previous month and confirm.

4. Choose the "Accrual Journal" template, print, and confirm.

📌 For more details, visit Accrual Accounting, Monthly Routine.

9. Create a Stock Transaction Journal

To account for inventory changes, an inventory change journal must be created.

Steps to create a stock transaction journal:

1. Go to Back Office → Stock → Stock Transaction Journals.

2. Click "Create Journal".

3. Select the stock and the last date of the previous month and confirm.

4. Click “Create report”, choose the stock transaction journal template, print and confirm,

10. Export Transaction Notes from BRP

Every report or journal created in BRP automatically generates a corresponding voucher/transaction note, which can be exported in various formats (e.g., SIE) for import into your accounting system.

Steps to export vouchers:

1. Go to Back Office → Finance → Transaction Note.

2. Select all vouchers and click "Export".

3. Save the export file to the chosen location.

11. Monthly Reconciliations

To reconcile accounts with the accounting records, follow the reconciliation guidelines.

📌 Instructions available at Monthly Reconciliation.