In order to be able to spread costs of an invoice over different periods, you can use the option deferred costs. This can be useful for booking costs that are paid annually, but that you want to distribute it over multiple periods to which these cost relates to. Consider, for example, costs for insurances or subscriptions.

This article will cover the following topics:

Before you can use this function in the booking screen, the setting must be enabled first in Basecone. This function is disabled by default. A user with the role of Super user, Accountant or SME Accountant can enable this per company when you go to Settings > Company > Actions (edit ) > tab Settings and scroll down to Deferred costs.

For companies linked to Twinfield, change the setting from No to Yes. Click on the box Suspense account to select a ledger code.

For companies linked to Exact, change the setting from No to Yes.

When the deferred costs setting is enabled in the company settings, the option to use deferred costs will be visible in the booking screen. When you click on the checkbox 🗹 to select the deferred costs, an additional line will appear. Here you can indicate the start date (from) and end date (to) on which you want to spread the costs.

📌 It is only possible to spread costs to a maximum of three years;
previous year, current year and a future year.

📌 In Boekhoudgemak & Multivers-companies, the functionality works differently than shown above. The fields From and Periods become available after activating Deferred costs.

For more explanation, scroll down to the total bottom of this article.

After the invoice is booked with deferred cost, the accounting system will automatically divide the costs over the periods selected in the booking screen.

If you save this as a posting rule, the deferred cost is also saved and the fields From and To will appear again next time the supplier is selected. However, you need to manually select the dates before booking it. 

Before you can start booking deferred costs, set the setting to Yes and also set up a suspense account. After that the option deferred costs is available in the booking screen.

Since January 15, 2021, you can find the booking in the cost distribution diary (dagboek kostenverdeling) in Twinfield. Previously, these bookings with deferred costs were booked as general journal.

Before using deferred costs in Basecone, this will need to first be set up in Exact.
A general ledger account must be set up in Exact Online in the company's settings that is used as a suspense account. In addition, a journal must also be set here.

Have you already enabled this setting? Please click here to read more on what settings needs to be enabled in Exact.

Since the release of 27/05/2021, the functionality has been changed. The functionality works the same as how it works in Boekhoudgemak & Multivers directly by filling in the From-date and the amount of periods on which you want to spread the costs: