RPM ACCRUE/DEFER JOURNAL PROCESSING

Microsoft Dynamics 365 Business Central | Suite Engine RPM

Overview

This guide walks through the complete month-end process for posting accrued and deferred revenue in RPM. The process involves three main stages:

Configure G/L accounts in RPM Setup
Run the RPM Accrue/Defer Journal to generate and post RPM-side entries
Push entries to the General Journal and post the offsetting G/L lines

💡 Note: This process is typically run at month-end. The cutoff date controls which rental revenue is recognized or deferred in the period.

Part 1: Configure RPM Setup

Before running the accrual/deferral process, verify that the correct G/L accounts are mapped in RPM Setup. This only needs to be done once, or when accounts change.

#	Action	Details
1	Open RPM Setup	Navigate to RPM Setup from the Business Central search or RPM menu.
2	Set Accrued Revenue G/L Account	Click the Lookup (…) on the Accrued Revenue G/L Acct. No. field. Select the appropriate G/L account from the chart of accounts and confirm.
3	Set Deferred Revenue G/L Account	Click the Lookup (…) on the Deferred Revenue G/L Acct. No. field. Select the appropriate G/L account from the chart of accounts and confirm.
4	Close RPM Setup	Close the RPM Setup page. Changes are saved automatically.

💡 Note: Accrued Revenue accounts for rental revenue earned but not yet billed. Deferred Revenue accounts for billings received in advance of the rental period.

Part 2: RPM Accrue/Defer Journal

The RPM Accrue/Defer Journal calculates revenue recognition entries based on active rental contracts as of the cutoff date. Run this journal to generate and post the RPM-side entries.

#	Action	Details
1	Open RPM Acc/Def Journal	Navigate to RPM Acc/Def Journal (RPM Accrue/Defer Journal).
2	Suggest Accrued Revenue	Click the Suggest Accrued Revenue action. The Suggest Accrued Revenue dialog will open.
3	Set Cutoff Date (Accrued)	In the Cutoff Date field, enter the last day of the period (e.g., `3/31/2026`). Click OK to generate accrued revenue lines.
4	Suggest Deferred Revenue	Click the Suggest Deferred Revenue action. The Suggest Deferred Revenue dialog will open.
5	Set Cutoff Date (Deferred)	In the Cutoff Date field, enter the same cutoff date (e.g., `3/31/2026`). Click OK to generate deferred revenue lines.
6	Delete Unwanted Lines (if needed)	If any journal lines need to be removed, select the row and invoke Delete. Confirm the deletion when prompted.
7	Set Document No. — Accrual Line	On the accrued revenue line, enter a descriptive document number in the Document No. field (e.g., `Accrue-Mar`).
8	Set Document No. — Deferral Line	Move to the deferred revenue line and enter a document number (e.g., `Defer-Mar`).
9	Post the Journal	Click the Post action. When prompted to confirm, click Yes. A confirmation message will appear: "The journal lines were successfully posted."
10	Close the Journal	Close the RPM Accrue/Defer Journal page.

💡 Note: Use a consistent naming convention for Document No. (e.g., Accrue-Mar, Accrue-Apr) to make it easy to locate posted entries in the G/L.

Part 3: General Journal — Push to G/L

After posting the RPM journal, the accrual and deferral entries must be pushed to the Business Central General Journal to create the offsetting G/L entries. This completes the double-entry accounting.

#	Action	Details
1	Open General Journals	Navigate to General Journals from the Business Central search or Finance menu.
2	Suggest RPM Accrual/Deferral	Click the RPM Suggest Accrual/Deferral action. The Suggest Accrue/Defer Lines dialog will open.
3	Confirm and Generate Lines	Click OK to generate the G/L journal lines from the RPM entries posted in Part 2.
4	Delete Unwanted Lines (if needed)	If any lines need to be removed, select the row and invoke Delete. Confirm the deletion when prompted.
5	Post the General Journal	Click the Post action. Confirm the first prompt by clicking Yes.
6	Confirm Batch Post	A second confirmation dialog may appear. Click Yes to proceed.
7	Verify Successful Post	A confirmation message will appear: "The journal lines were successfully posted." The process is now complete.

💡 Note: If the General Journal already has existing lines before suggesting RPM entries, review them carefully before posting to avoid duplicate entries.

Month-End Checklist

Use this checklist each month-end to confirm all steps are complete before closing the period.

✓	Task	Location
☐	Verify G/L accounts are set	RPM Setup
☐	Suggest Accrued Revenue (set cutoff date)	RPM Acc/Def Journal
☐	Suggest Deferred Revenue (set cutoff date)	RPM Acc/Def Journal
☐	Assign Document Nos. to lines	RPM Acc/Def Journal
☐	Post RPM Acc/Def Journal	RPM Acc/Def Journal
☐	Suggest RPM Accrual/Deferral lines	General Journals
☐	Post General Journal	General Journals