This article explains how to add cost accruals in ScaleXP, review and release them, and post your accrued cost journal to your accounting system. For the full expense recognition flow (prepayments through to accrual posting) — and to review all expenses before adding accruals — see How to automate expense recognition journals in ScaleXP.

To automate accruals, go to Journals (top tab) > Add Accruals.

Part 1 — Add cost accruals

Open the Add Accruals page. ScaleXP uses pattern recognition to identify missing supplier bills and suggest accruals, and you can also add your own.

Filters at the top of the page control:

• month for suggested accruals;
• expense date range;
• As Spent vs IFRS/GAAP view;
• accounts;
• included data (issued bills, bank transactions, draft bills (Xero only), manual accruals).

1. Review suggestions

Suggested accruals are highlighted in orange and, in the month selected for accrual suggestions, appear in a white box for your review. They will not be included in journals unless accepted (in which case the row turns from orange to blue).

1. To confirm a suggested accrual, click on the amount and confirm.
2. To change the amount, edit it and click Change Amount.
3. To delete an unwanted suggestion, click the x; to edit it, click the suggestion box.

2. Add additional accruals

1. To add your own accrual, click the three dots at the top right, then select Add Accrued Expense.

2. To accrue an existing draft bill (Xero only), ensure Draft Bills is selected in the included data and click Add below the draft bill.
3. For an existing supplier, you can also click on the supplier name to reveal the Add Cost Accrual button.

Note: Accruals release automatically once an associated bill arrives, a draft bill is converted to an issued bill, or a pre-set release date is reached. You can also release accruals manually if they are no longer required.

Part 2 — Check and update accrual releases

Go to Release Accruals on the sidebar or Journals tab.

Manual accruals without a release date specified must be released here. Accruals based on bills — or where a release date has been set in the accrual — are released automatically on the bill issue date.

1. Click the Release button on the accrual.

2. Change the release date to the month in which you want to set the release.

3. Click Release to save, then click Done.

Part 3 — Review and post your cost accrual journal

Go to Journal Accruals on the sidebar or Journals tab. Use this page to automatically create and release cost accruals by account.

Section 1 - Suggested Journal (post journal)

Use Section 1 to review and post your journal. This is based on calculations from the sections below. It shows net debits and credits between the expense account and your accrued liability account.

Section 2 - Accrued Cost by Account

This section summarizes the net accruals by expense account.

Section 3 - Journals Already Posted

This section shows journals already in your accounting system for your selected accrued cost liability account.

Section 4 - Accrued Cost Balance Sheet (for reference)

This compares total accrued cost in ScaleXP to the total in your accounting system.

Section 5 - Accrued Cost by Supplier

This section shows net accrued cost by supplier. Click on the supplier to see detail by bill, and on the bill to see detail by line item.

Download the journal

Use the download to document your accruals for audit. It is important to attach this to your accounting journal for later reference.

Related articles

Prepaid expenses: best practices and quick start guide

How to automate expense recognition journals in ScaleXP

How to automate prepaid expenses: Setting up prepaid expenses in ScaleXP

How to automate your prepaid expense journal: review and post the prepayments journal

How to review bills by issue month

As Spent versus IFRS / GAAP view

How to add a missing bill or cost supplier

How to set and change expense journal settings

Prepaid expense download options