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 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 supplier record you want to work with.
You can access the Allocations screen from some transactions when you tick the Allocate Now option on the Save Options screen which opens after you have clicked Save on any transactions, or you can access directly from the Navigator.
When accessing from a transaction, the supplier and the transactions to allocate will be automatically pulled through for you.
When accessing directly from the Navigation menu, you can enter the supplier you want to work with on the Advanced Filters panel.
Access Allocations from a transaction
Click Creditors then click Transactions.
Select Invoice and you can enter the supplier account code. If you're unsure of the code, you can click the drop-down arrow and select Show More which displays several more records and offers you to search the code and name of the supplier.
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 supplier and transaction displayed.
Access Allocations from a the navigation menu
Click Creditors then click Allocations.
Type in or search for the supplier you wish to work with on the Advanced Filter panel. If you're unsure of the code, you can click the drop-down arrow and select Show More which displays several more records and offers you to search the code and name of the supplier.
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 supplier's transactions are displayed for you.
Some transactions are automatically allocated on posting. When using Remittance BACS or Remittance Cheques, the allocation of the invoice and the payment will be done through the processing of the remittances.
For more information on what happens when you have selected the transactions you want to allocate and have clicked on the Process button, please refer to our update allocation processing article.
Allocations default screen
Options | Description |
Reverse Allocation |
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Advanced Filters  |
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Search |
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How to best utilise the searching
Filter Options | Description |
Invoice & Debit Adj. Date |
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Other Transaction Type Date |
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Search on all transaction types based on the Date |
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Invoice & Debit Adj. Year/Period From and To |
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Other Transaction Types Year/Period From and To |
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Search on all transaction types based on the Year and the Period |
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Invoice Number |
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Header Reference |
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The Allocations grid
You must locate a 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 suppliers, all values are displayed in the home currency.
For currency suppliers all values will be displayed in the currency of the supplier.
For any currency 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 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.