Month-end prepayments, accruals and deferred revenue, as one Xero journal.

Prepayments, accruals and deferred revenue for each client in one template: prepaid bills, costs not yet billed, and income billed in advance. Amortline spreads every line over its months, gives you the month-end manual journal ready to import into Xero, a posting record so next month’s run never posts the same month twice, and an Excel and PDF working paper whose closing balances you tick against the Balance Sheet. Nothing is uploaded: everything is made in your browser.

Foreign-currency prepayments too. Bills in another currency (a USD software licence, a EUR insurance policy) are spread in your base currency, using the amount booked in Xero, so the journal and the balance sheet agree without a spreadsheet on the side.

1. Client

Each client keeps its own settings, schedule file and posting record in this browser. Names are matched exactly (capitals and spaces count).

Client New client name

Base currency (journals are always in this currency) Default method Default tax rate (name as in Xero)Used where the file’s TaxRate is blank. Journals for prepayments and accruals normally carry no VAT. Prepayments balance accountUsed where BalanceAccount is blank. Check your chart of accounts. Accruals balance account Deferred income balance account

· Open a client file ·

2. Schedule lines

One row per prepaid bill, accrued cost or invoice billed in advance: Type, Reference, Amount, StartDate, EndDate and the accounts. Changes in amount, cancellations, refunds and bills that clear an accrual go in the same row. Download the template (CSV) · (Excel)

Choose a CSV or Excel (.xlsx) file or drag it here · nothing is uploaded

Or paste rows from a spreadsheet

No file to hand?

Dates in the file Amounts in the file

3. Month-end run

Post up to the month endingMonths not yet posted, up to this one, go in the file: one journal per month-end. Already posted in Xero up to (lines not in the record)Only for lines the posting record does not know, e.g. the first time you use Amortline for a client whose schedules you posted by hand. Posting record (from your last run)No posting record: every line is new.

Free: one client, and the journal, posting record and working paper cover 3 lines per client: the first in the file, and once posted, the same lines every run. The Practice plan covers every line and every client.

Balance sheet roll-forward at

Enter each account’s balance from Xero’s Balance Sheet at the same date (after importing) to see the difference. Balances are positive: an asset for prepayments, a liability for accruals and deferred income.

Lines

Journals in this file

To import: in Xero, Reporting › All reports › Journal Report › Go to manual journals › Import, choose the file (up to 300 lines per file; a bigger run downloads as a .zip of several files, each of whole balanced journals: import each one). The journals arrive as drafts for you to check and post. Then press “I have imported this journal”, so next month starts after this one.

Exact to the penny. Daily, equal-monthly or part-month-by-days spreading; rounding is settled in the last month, so every schedule adds up to the invoice amount exactly.
Never posted twice. The posting record remembers, line by line, the month each one was posted to. Re-run the same month and nothing is posted again; a line it does not know needs your confirmation.
Changes handled. A new amount part-way through re-spreads what is left, and a cancellation, refund or credit closes the remaining balance in that month.
A working paper that ties out. Opening, additions, releases, refunds and closing per balance sheet account, in Excel and PDF, with the difference to your Xero balance.

Automatic prepayment schedules are a long-standing request on Xero’s product ideas forum: “Prepayments & accrual schedules”. Amortline is independent and is not affiliated with, endorsed by or connected to Xero. Xero is a trademark of Xero Limited.

Also from us: Carrytick (bank statement PDFs to Xero CSV), Ageline (customer statements with ageing) and Lateby (interest on late invoices).