Next Generation - Multi Entity and Purchase Ledger Allocations

Multi Entity and Allocations important rules:

When you are using Multi Entity, you must select a sub ledger on the Advanced Filter panel when you access the Allocations screen.
If you leave the Sub Ledger field blank, and click on the Apply button at the bottom of the panel, the search will not complete and you get a red warning on the Sub Ledger field to select a Sub Ledger.
- This is done so that only transactions belonging to the same sub ledger are pulled through for you for processing.
Each time you wish to process transactions for different sub ledgers, you must add the sub ledger to the Advanced Filter panel.

The Allocations screen uses the same screen that we use for our record lists and enquiries. Click on enquiry screens explained for more general information on the functionality of the screen.

The term Allocation is used to describe the process of matching related transactions. Each time an allocation is made, a transaction for both sides of the allocation gets created which enable the Aged Debt reports in Debtors and the Aged Credit reports in Creditors to give an accurate picture of any period.

As the Allocations screen is also a processing screen, there are a few differences which are listed below:

There is no Action Panel.
There is a Process button at the bottom of the screen.
Setting a transaction on dispute removes the processing checkbox from in front of the transaction.
The screen opens blank ready for you to add in the customer or supplier records you want to work with.

You can access the Allocations screen from a transaction when you tick the Allocate Now option or directly from the Navigator.

When accessing from a transaction, the customer or supplier and the transactions to allocate will be automatically pulled through for you.
When accessing directly from the Navigation menu, you can enter the customer or supplier you want to work with on the Advanced Filters panel.

Access Allocations from a transaction

Click Debtors then click Transactions.
Select Invoice and select, type in or click on the Show More options for more filters to find your customer.
Enter the details then click Save.
Note: Don't worry, your transaction is not going to be posted just yet. Saving on the transaction screen takes you to the Save Options screen first where you can select from different options.
Select Allocate Transaction Now.
Click Save.
Note: The Cash Allocation screen will open for you with your customer and transaction displayed.

Access Allocations from a the navigation menu

Click Debtors then click Allocations.
Type in or search for the customer you wish to work with on the Advanced Filter panel
If you are using Multi Entity, enter a sub ledger and click Apply at the bottom of the panel.
If you are not using Multi Entity, click on Apply at the bottom of the panel.
Your selected customer's transactions are displayed for you.

Some transactions are automatically allocated on posting. When using Bulk Receipts, the allocation of the invoice and the receipt will be done through the processing of the bulk receipt.

Allocations default screen

Options	Description
Reverse Allocation	A toggle option that gives access to the Reverse Allocation screen where you an unallocate allocated transactions. Permission driven and if you don't have permission to access Reverse Allocations, the toggle button will be visible, but disabled.
Advanced Filters	The Advanced Filters panel opens automatically when you open the screen and can be closed clicking on at the top of the panel. To view any transactions, you need to populate the Customer or Supplier field first and then click on the Apply button to update the screen. The funnel icon on certain fields opens access to more filter options. The Advanced Filter panel automatically closes as soon as you click Apply or Save and Apply to provide you with more real estate for your transactions. You will only see the Currency field displayed when you locate an any currency customer or supplier. For more information on how to best use the Allocation Advanced Filter, please refer to the how to best utilise the searching topic further down.
Search	You can search on the Reference or the Description fields. Tip: You have to know the first few characters or numbers to be able to search as these searches are what we refer to as Begins With searches.

How to best utilise the searching

Filter Options	Description
Invoice & Debit Adj. Date	When using this filter option, you can search on the dates of invoices and debit adjustments. All invoices and debit adjustments will be listed together with the other transaction types as the list is ordered based on the Audit Number of the transactions. You will also see the other transaction types not just invoices and debit adjustments being listed and these will not be affected by the date filtering. Example: You search for invoices that fall between the 1st and the 5th of the month and you enter this filter criteria on the Advanced Filter panel in the Invoice and Debit Adj. Date. The grid will display all invoices raised between those dates, but it will also pull through any other transaction types. This is because the grid displays the transaction ordered by the Audit Number. If you have entered an invoice and then a credit note on the 1st of the month one after the other, the credit note will get the consecutive audit number after the invoice, so this will also be displayed on the grid.
Other Transaction Type Date	This will do the opposite of the above, meaning that it will sort on the Audit Number, and the other transaction types will be listed that fall into the filter criteria you have specified, while invoices and debit adjustments won't get affected.
Search on all transaction types based on the Date	You can search for all transaction types by using both filter options together. The displayed transactions will be in the order of the Audit Numbers assigned to the transactions.
Invoice & Debit Adj. Year/Period From and To	The same rules apply as described above for when you use the Date filter. The filter applies to invoices and debit adjustments, but the other transaction types are also listed ordered by the Audit Number.
Other Transaction Types Year/Period From and To	The same rules apply as described above for when you use the Date filter. The filter applies to the other transaction types, but invoices and debit adjustments are also listed ordered by the Audit Number.
Search on all transaction types based on the Year and the Period	You can search for all transaction types by using both filter options together. The displayed transactions will be in the order of the Audit Numbers assigned to the transactions.
Invoice Number	The Invoice Number filter criteria brings back the relevant invoices that match the filter criteria and also all other transactions are displayed based on the Audit Number.
Header Reference	The Header Reference filter criteria brings back only the transactions that matches the Header Reference.

The Allocations grid

You must locate a customer or supplier before you can display any transactions.
Note: When Sub Ledgers are enabled on your database and set as compulsory, you will also have to provide the Sub Ledger on the filter.
The Year/Period From and To defaults to All, and can be changed manually.
You can rearrange the default columns, for more information please refer to configure columns.
For home currency customers or suppliers, all values are displayed in the home currency.
For currency customers or suppliers all values will be displayed in the currency of the customer or supplier.
For any currency customers or suppliers all values are displayed in the home currency by default. You can select a specific currency which will then display only the transactions which match that currency with the relevant currency values.
For customers or suppliers where you have changed the default currency, all values for all transactions entered with the new and the old currency are displayed.
- You can check the currency of the transaction on the Currency column.

Next Generation - Enter a purchase ledger invoice

Next Generation - Multi Entity and Sales Ledger Allocations

Next Generation - Multi Entity and Sales Ledger Reverse Allocations

Next Generation - The Allocation screen

Next Generation - The Allocations screen