Allocation and Write Offs

The sales account enquiry window can be used to allocate or deallocate values from an Account. These values can then be written off if appropriate.

  • Go To Accounts > Sales Ledger > Sales Account Enquiry in the main menu bar.
  • Search for the code of the company you wish to show.
  • Select a transaction line from the grid with a balance. To make allocations -
    • The users accounting rights must be greater than 1 (check with your systems administrator if you are supposed to have the accounting rights to be allowed to do allocations and cannot).
    • You must be looking at transactions in only one currency.
    • You must be looking at transactions in the the secondary currency.
    • You must be looking at the transaction for one particular event/publication.
    • The transaction has to be a final transaction.
    • There has to be a balance to allocate.



  • To allocate the whole amount, click on the Full button. The total balance value will move to the Allocation Total field. To allocate a specific value, click on the Part button and enter the value you wish to allocate and click on the green tick button, this will move to the Allocation Total field, and the new balance will be displayed in the Balance column in the grid.


  • To DeAllocate a value, select a line




  • To de-allocate the whole amount, click on the Full button. The total balance value will move to the Allocation Total field. To de-allocate a specific value, click on the Part button and enter the value you wish to de-allocate and click on the green tick button, this will move to the Allocation Total field, and the new balance will be displayed in the Balance column in the grid.
  • Auto Button

    In some instances you will see an Auto button underneath the Part button in the Allocate/DeAllocate section. The auto button will look at the figure in the allocation total and allocate that to the transaction line you are on e.g. if you had an invoice 1000 and an invoice line for a 1000 and a cash line for 600, you could hit full allocate on the cash line and auto allocate on the invoice line and this would only allocate the 600 of the invoice.

    Auto Allocate By Date

    The system will look at all displayed transactions and try automatically to allocate the oldest outstanding invoices to the oldest outstanding cash items.

    Auto Allocate By Allocation

    The system will look at all displayed transactions and try to automatically allocate by using the invoice numbers.

    After you have allocated/deallocated, save by hitting the green tick button. The system will not let you save if there is a value in the Allocation Total field.The value of transactions must always add up to balance of transactions.

     

    To De-Allocate All Transactions on an Account After Saving

    If the green tick button has been pressed and allocations have been saved. If a mistake has been made, these allocations can be reversed by clicking on the XXX  button when the in the hot area (this button turns into the Communication button when the record is entered).

     

    Note that if there is no 'Event Code' set, then all transactions for all events for all years will be de-allocated and will need to be allocated.  If your query is with respect to a single event, it is important to make sure that the 'Event Code' is set to the appropriate event before clicking on the XXX button.

    To Write Off Values

    When you have allocated or deallocated a value and it is shown in the Allocation Total field, to write this amount off, click on the button next to the Write Off field. This will transfer the amount into the Write off field. When the green tick button is clicked to save the record, this value will be removed and added to the Write Off account (the nominal code of which is set up in the Main Parameters window). When you next go into this Account Enquiry, the Write Off field will be blank.

    Exchange Rate Differences

    Exchange rate differences can work the same as Write Offs above, except you need to click the small check box next to the Write off field, to make sure any differences go to the Exchange Rate P&L Account.

    To write off exchange rate differences in bulk, run the Auto Allocation program.

     

    For more information, see