Prebook in Accounting
Pre-registration in accounting refers to the process of recording and documenting financial transactions or events before they have actually taken place. This pre-registration is often used to anticipate future financial obligations or transactions and to record them in advance, ensuring that financial administration remains up-to-date and accurate.
How Does This Work in Easy1?
Expense Invoice:
An expense invoice must be approved in Easy1 regardless of the amount, as no prior approval has been given. When the invoice is received, it is processed and sent to Isah to provide insight into the costs. In Isah, a payment block is placed on the invoice until it is officially approved in Easy1 by the responsible budget holder.
Logistics Invoice:
Unlike expense invoices, logistics invoices do not always require approval. A logistics invoice with no price discrepancy is sent directly to Isah, where it is processed without a payment block. However, if a price discrepancy is present, the invoice is forwarded to Isah with a payment block. This means the invoice is visible but cannot be paid until approval is granted in Easy1 by the responsible budget holder.
Advantages:
- Costs are recorded in the correct period
- VAT returns are processed without issues
Disadvantage:
- The invoice processing time is longer due to additional steps in the process compared to not using pre-registration.
Although pre-registration is possible for both Isah Logistics and Finance, a setting change is only required within Isah Finance. Below is a step-by-step guide on how to adjust this setting.
Isah Finance Configuration
- Open Isah Finance
- Enter the data at the administration level in the purchase journal of Isah Finance as shown below
(A screenshot of the system should be placed here)
- Open Easy1
- Navigate to Application Management
- In the left navigation bar, go to Invoice Configuration
- Click on Invoice Types
- Either:
- Select an existing entry
- Or click Add Invoice Type
- Use Option IF02
- Save