With the New Cost Posting functionality, cost entries are no longer automatically created when posting a Purchase Invoice or Purchase Credit Memo. Instead, users can create and manage cost entries independently. A separate function in the Service Journal allows adjustments to be made during intermediate processes.

To use this functionality, enable New Cost Posting in the setup.

• If the checkbox is not selected, the previous functionality - automatic creation of cost entries when posting Purchase Invoices or Purchase Credit Memos - remains in use. 
• If it is selected, the previous functionality is disabled.

From version V.2.8.0.0, new fields have been added to the Lease Unit Card and Cost Allocation Methods, which also affect New Cost Posting. Please find the related information and updated manuals in links below:

The Lease Unit card has been extended with a Blocking section. How to create Building / Lease Units group / Lease Unit

The Cost Allocation Methods functionality has been extended with a new date field. This change applies only to the new functionality. Allocation methods can now be adjusted once per month. How to use Cost Allocation Methods from V.2.8.0.0 NEW

Several cost allocation options are available when creating a Purchase Invoice or Purchase Credit Memo, which are described in the updated manual. You can find how it works with New Cost Posting here: How to create Purchase Invoices using Allocation Methods from V.2.8.0.0 NEW

Create Cost entries

Once the Purchase Invoices and Purchase Credit Memos have been posted and adjustments to the Cost Allocation Methods, Lease Unit areas, Lease Contracts and related data have been properly prepared, the next step is to create the cost entries.

1. Open Service Journal and run the Create Cost Lines action to generate Cost entries.

Create Cost Lines action allows users to generate Cost entries from the RE Detailed Cost Entries table based on the parameters defined in the setup window.

2. Enter the Document No. and the period for which you want to create Cost entries. Also specify the Posting Date. If needed, apply additional filters.

Cost entries will be created in the Service Journal lines. Once the Cost entries are posted, they can later be used to create Charge entries for tenants. Unit Price, Amount, and Cost Amount values are recorded excluding the margin. If a margin was applied, the Margin amount will be displayed in a dedicated column.

Created from Detailed Cost Entry No. indicates from which RE Detailed Cost entries the lines were created.

Click the three dots in Created from Detailed Cost Entry No. to review or verify the entries.

 

3. If, after review, the entries are considered correct, the Service Journal lines should be posted.

4. After posting Cost entries, you can review the results in the Service Ledger Entries.

• Open Service Ledger Entries by search or from Role center.
• Use filters to find entries for the specific Service, Lease Unit, or date range.
• The ledger shows how entries were distributed across Lease Units, allowing amounts with and without margin to be distinguished, and Margin Amount shown in a separate column.

Partial Cost Allocation

Scenario 1. A tenant vacates the Lease Unit during the month (e.g. 2025-04-14), but costs of 500,00 for the full month have already been incurred (e.g., based on a Posted Purchase Invoice).

• Click the Create Cost Lines report in Service Journal.
• In the request page, set filters to include the period up to the tenant’s move-out date.

• Run the report to generate cost entries for the partial period.

• Review the calculated amounts and post the generated cost entries.

Cost entries are created only for the period during which the tenant occupied the Lease Unit. Amounts are calculated proportionally for the partial month.

If you attempt to create cost entries for the full month later, the system will return an error due to overlapping entries.

Handling the Remaining Amount:

To create cost entries for the remaining period (if needed), run the report again with filters starting from the day after the move-out date. 

Alternative Handling:

If there is no need to create cost entries for the remaining amounts of the Purchase invoice or Purchase Credit Memo, you can proceed with other current month costs by using filters in the report and excluding specific RE Detailed Cost Entries. This allows you to generate cost entries only for the required records without including already processed or irrelevant entries.
 

Scenario 2.  A Purchase Invoice is created, and costs of 800.00 are incurred. Cost entries are then created for the full month. After creation, the amount for lease unit LU00003 is manually adjusted from 240.00 to 100.00.

After posting the lines in RE Detailed Cost Entries, an Open entry remains with a Remaining Amount of 140.00.

Handling the Remaining Amount:

• If a cost entry is required for the remaining balance, a new line must be created manually.
• The field Created from Detailed Cost Entry No. must be populated with the original entry number to ensure traceability.

Alternative Handling:

• If no additional cost entry is required, the remaining open entries can be filtered in the RE Detailed Cost Entries table and manually closed as unnecessary with Close Entries button.

Create Charge entries

Once the Cost entries have been posted, the next step is to create the Charge entries.

1. Open Service Journal and run the Create Charge Lines action to generate Charge entries.

Create Charge Lines action allows users to generate Charge entries from Cost entries that have been posted in the Service Ledger entries.

2. Enter the Document No. and the period for which you want to create Charge entries. Also specify the Posting Date. If needed, apply additional filters.

Charge entries will be created in the Service Journal lines. 

• The Charge Created from Cost field indicates whether a charge entry was created from cost entries.
• Lease Unit Cost indicates that the cost was recorded for a specific Lease Unit.

Once the Charge entries are posted, they can later be used to creating Sales Invoices for tenants.

3. Charge entries will be created only for Lease Units that are included in valid Lease Contracts.

If the Use Detailed Lines functionality is enabled in the setup, you can check which Cost entries a Charge entry was created from by clicking Detailed Entries. If a Charge entry is combined from multiple Cost entries, this will be visible in the detailed lines.

4. After posting Charge entries, you can review the results in the Service Ledger Entries.

The next step is to generate Sales Invoices. You can find more information here: How to create Invoices for Lease Units