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Transaction Spreading in Restaurant365 allows Users to spread transactions across multiple periods.  Transaction Spreading can be utilized for AP Invoices, AP Credit Memos, and Journal Entries in Restaurant365.  To create a Transaction Spread, the transaction must first be created in Restaurant365.  This training article will provide a comprehensive overview of Transaction Spreading

Security Requirements for Transaction Spreading

To perform Transaction Spreading in Restaurant365, a user must have the security role of Accounting Manager.  This security will grant the user access to Approve Transactions and perform Transaction Spreading.  Additionally, a User with the security role of Accounting Clerk could Spread previously Approved transactions, or update and save Spread settings on an Unapproved transaction.  An Accounting Manager would then need to Approve the transaction for the Spreading to occur in the future.  Click here for more information on Security Roles in Restaurant365

Create Transaction

To perform Transaction Spreading, first create the transaction that will be spread across multiple periods.  Click the following links to learn how to create transactions:

The transaction must include the full amount that will be spread via Transaction Spreading

Approve Transaction

After the Transaction has been created, it must first be Approved before any Transaction Spread can occur.  Spread settings can be set, and saved prior to the transaction being Approved, but for the Spreading to occur in the future, the transaction must be Approved

Walkthrough Step 1 – Create AP Invoice

  • $42000.00 represents the monthly Rent expense of $3500.00 for 12 periods ($3500.00 * 12 = $42000.00)
  • The Location is set, the Rent Vendor has been identified and the Rent Account has been added to the Transaction Details
  • Approve the Transaction

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Spread Transaction

Once the transaction has been created with the full amount that will be spread to other periods, hover over the Action menu and select ‘Spread’

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Upon clicking Spread, the Transaction will be saved and Approved and the Spread Transaction Popup will appear

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Legend

1) Spread Recurrence – Select the desired Spread Recurrence in this selector.  Options include the following:

  • None: This is the default Spread-Type value for all transactions in Restaurant365
  • Monthly – Last Day: The Spread will occur on the last day of the Month of the Date in the First Spread Date Field
  • Monthly – Same Day: The Spread will occur on the same day of the Month of the Date in the First Spread Date Field
  • Period – Last Day: The Spread will occur on the last day of the Period of the Date in the First Spread Date Field
  • Weekly: The Spread will occur every 7 days starting with the Date in the First Spread Date Field
  • Every 2 Weeks: The Spread will occur every 14 days starting with the Date in the First Spread Date Field

2) Times to Repeat – Enter the number of times the Spread will repeat

3) First Spread Date – The First Spread Date.  Default value will be the Date of the Transaction being Spread.  Value will update depending on selection made in Spread Recurrence

4) Last Spread Date – The Last Spread Date.  Default value will be the Date of the Transaction being Spread (due to the Default Spread Recurrence being ‘None’).  Value will update depending on selection made in Spread Recurrence

5) Spread Account – The Spread Account represents the Balance Sheet Account that retains the amount of the transaction that has not yet been recognized with the Spread Transactions.  For example, if a transaction is spreading 12 times and is for $1,200 ($100 per month) the Spread Account would initially have a balance of the full $1,200.  Once the first Spread Transaction occurs, the Account would then have a balance of $1,100

6) Create X Days in Advance – Spread Recurrences can be created a set number of days before their respective post date.  Enter the desired number of days here

7) Spread Amount – The Spread Amount for each recurrence of the Spread.  Default amount will be the full amount of the transaction as the Spread Recurrence is initially set to ‘0’

8) Spread / Cancel Buttons – Clicking Spread will perform the Spread while clicking Cancel will Cancel the Spread.  Each action will return the User to the transaction record

 

Walkthrough Step 2 – Spread Transaction

  • The Spread Recurrence (1) was set to Period – Last Day, and upon doing so, the First Spread Date (3) and Last Spread Date (4) were updated
  • First Spread Date (3) was set to 11/30/2016, as the original date on the transaction was 11/18/2016 (5)
  • Restaurant365 determined the last day of the Period by examining the Location (9) that was set on the transaction, and then loading the Fiscal Calendar that was set on the Legal Entity that owned the Location
  • Times to Repeat (2) was set to 12, representing 12 Periods, and as a result the Last Spread Date (4) was set to 10/31/2017
  • The Spread Account (6) was selected, representing the Balance Sheet Account where the remaining balance of the Spread will remain until recognized
  • Create X Days in Advance (7) was set to 2.  The first Spread from this transaction will be created on 11/28/2016, two days before the Spread post date of 11/30/2016 (3)
  • The Spread Amount (8) is updated to represent the original transaction Amount (10) divided by the Times to Repeat (2), $42000.00 / 12 = $3500.00

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Spread Details

Upon clicking the Spread button on the Spread Transaction Popup, the transaction will be Spread and a new tab, Spread Details, will appear on the transaction record.  At the moment of creation, only two line items will appear on the Spread Details tab, Spread Reversal and Spread Memorized.

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Spread Reversal JE

The Spread Reversal JE is auto-generated upon Spreading the transaction.  This JE acts as any other Reversal JE in Restaurant365, transferring the desired balance to the desired account.  Additionally the Spread Reversal JE will carry ‘Spread Reversal’ in the JE Comment field.  Spread Reversal JEs are linked to the Spread Transaction that created them.  Users can navigate to the Spread Transaction by clicking the ‘Spread transaction’ link in the JE Header

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Spread Memorized JE

The Spread Memorized JE behaves identically to other Memorized Transactions in Restaurant365. Spread Memorized JEs are linked to the Spread Transaction that created them.  Users can navigate to the Spread Transaction by clicking the ‘Spread transaction’ link in the JE header.  The Spread Memorized JE will carry ‘Spread for [Transaction Type] – [Transaction Number]’ in the JE Comment field.  Additionally, after the first Spread Recurrence has occurred, the Transactions tab on Spread Memorized JE will appear.

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Walkthrough Step 3 – Initial JE Creation

Upon completing Step 2, the Spread Reversal and Spread Memorized JEs will be created.  Click here to see the Spreading Occur in GIF form: Spreading GIF

Date: 11/18/2016

Spread Details Tab: 

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Spread Reversal:

This JE will not change through the course of the Transaction Spreading, therefore it will not be shown as time progresses in future steps

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Spread Memorized:

The Spread Memorized JE updates the Transactions tab with each recurrence of the Spread Transaction

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Spread Account Transaction Details

Since no recurrences have occurred, the only transaction that has hit the Spread Account is from the Spread Reversal

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Walkthrough Step 4 – Spreading: Period 1

The date of the first recurrence is two days away and the Spread Transaction has been created per the Create X Days in Advance setting

Date: 11/28/2016

Spread Details Tab: 

transaction-spreading-post-spread-nov

 

Spread Memorized Transactions Tab:

transaction-spreading-post-spread-nov-mem-details

Spread Account Transaction Details

One recurrence has occurred, so in addition to the Spread Reversal amount, the first Spread Memorized transaction has posted to the Spread Account

transaction-spreading-post-spread-nov-bal-acc-details

 

Walkthrough Step 5 – Spreading: Period 4

The date of the fourth recurrence is two days away and the Spread Transaction has been created per the Create X Days in Advance setting

Date: 2/26/2017

Spread Details Tab: 

Four recurrences now exist on the Spread Details tab

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Spread Memorized Transactions Tab:

Four Transactions exist on the Spread Memorized Transactions tab

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Spread Account Transaction Details

And four transactions have hit the Spread Account

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Walkthrough Step 6 – Spreading: Period 12

The date of the final recurrence is two days away and the Spread Transaction has been created per the Create X Days in Advance setting

Date: 10/29/2017

Spread Details Tab: 

All 12 recurrences now exist on the Spread Details tab

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Spread Memorized Transactions Tab:

12 transactions exist on the Spread Memorized Transactions tab

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Spread Account Transaction Details

And 12 transactions have hit the Spread Account, recognizing the full amount from the Spread Reversal entry

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Walkthrough Step 7 – Spreading Complete

The Spread Transaction is now complete and no further activity will occur on the original transaction.

 

Remove Spread

In the event a Spread Transaction needs to be removed, an Accounting Manager can hover over the Action menu and select Spread to open the Spread Transaction Popup.  The User then would click the ‘Remove Spread’ button to remove the Transaction Spreading.  Note: Transactions that exist in a Closed Period will not be removed and deleted

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