Accruals and prepaids

What it is

Spreads a yearly cost across the months it belongs to.

Why it matters

Stops one large bill from distorting a single month's accounts.

When to use it

Accountants set it up once; each month's share then flows into the books.

Who uses it

Administrator

How to get here

1. Sign in as Administrator (see Signing in).
2. In the left menu, click Accounting to open it.
3. Click Accruals and prepaids.

What you see

Accruals and prepaids · click the picture to enlarge

Buttons on this screen

• New schedule — opens a form to add a new one. See Filling in the form below.

Filling in the form

1. Click the New schedule button at the top right.
2. Fill in the boxes. Boxes marked with a red * must be filled in (7 on this form).
3. Click Save at the bottom. If something is missing, the box turns red and tells you what to fix.

The form: Accruals and prepaids · click the picture to enlarge

The fields

Field	Type	What to enter, and why
Name *	text	A short name for this schedule, such as Building insurance 2026-27.
Type *	choose	Pick Prepaid if paid in advance, or Accrual if used but not yet billed.
Expense account *	choose	Pick the expense account this cost should be charged to each month.
Prepaid asset account *	choose	Pick the account that holds money paid ahead of time.
Fund	choose	Pick the fund this cost belongs to, so the money is tracked correctly.
Cost centre	choose	Pick the department or cost centre that should carry this cost.
Branch	choose	Pick the school branch this schedule belongs to.
Total *	number	The full amount to spread across the months, in the school's currency.
First month *	date	The first month the amount is spread into, as a date.
Months *	number	How many months to spread the total over, such as 12.
Notes	long text	Any extra detail to remember about this schedule. Optional.

Types: text — type it in · number — digits only · date — click and pick from the calendar · choose — click and pick one from the list · pick one — click one of the options · switch / tick box — click to turn on or off · long text — type as much as you need · file — click to attach a file from your computer.

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