Transaction Allocation

Allocate a customer's credit transactions (receipts, credit notes, and negative journals) against their outstanding debit transactions (invoices and journals). Allocation is a two-step process: first select the customer and allocation date, then match credits to debits and save.

Note: Until transactions are allocated they remain outstanding, even when the amounts match. Entering an invoice for 100.00 and a receipt for 100.00 does not link them automatically — a receipt could be a deposit against a future supply. You must explicitly allocate the receipt against the invoice it pays.

Step 1 — Select Customer

The first step gathers the customer and the date the allocation is posted to. The Continue button stays disabled until both a customer and a valid period are set.

Customer

Select the customer whose transactions you want to allocate, using the customer code lookup (ARCUST). The customer name is resolved and displayed once a code is selected.

Allocation Date

The date the allocation is posted. Defaults to the current system date. Changing the date re-derives the Period below.

Period

Read-only.

The accounting period that contains the Allocation Date, looked up from the company period table. If the date does not fall within any period, no period is shown and you cannot continue.

Step 1 Actions

Continue Loads the customer's outstanding transactions and moves to Step 2. Disabled until a customer is selected and the Allocation Date falls within a period. If the customer has no transactions to allocate, or has debits but no credits available, a message is shown and you remain on Step 1.

Step 2 — Allocate

The second step shows the customer's transactions in two grids: Credits at the top and Debits below. A summary panel reports the running totals, and a banner across the top shows the customer, date, period, and currency for this allocation. To allocate, select credit transactions, then select the debit transactions to apply them against.

The header banner shows:

Customer	The selected customer code and name. This is a link that opens the customer record in a new tab.
Date	The allocation date selected in Step 1.
Period	The accounting period for the allocation.
Currency	The currency of the transactions being allocated, taken from the first credit or debit row.

Note: Only transactions that are not fully allocated are shown. Negative transactions appear in the opposite grid from where their type would normally sit: a negative invoice or journal appears as a credit, and a negative receipt or credit appears as a debit. When allocating, you are tying a credit transaction of any type to one or more debit transactions.

Summary Panel

The summary panel reports the running allocation totals. By default it shows Balance to Allocate and Discount to Allocate; additional fields can be enabled through the panel's customise option. The Balance to Allocate value is colour-highlighted: green when zero (balanced), red when negative, and the theme primary colour when positive.

Balance to Allocate	Read-only. The total credit allocated minus the total debit allocated. When this reaches zero the allocation is balanced. Saving with a non-zero balance prompts for confirmation of a partial allocation.
Discount to Allocate	Read-only. The total credit discount allocated minus the total debit discount allocated.
Credit Allocated	Read-only. The sum of amounts allocated across credit rows. Hidden by default.
Debit Allocated	Read-only. The sum of amounts allocated across debit rows. Hidden by default.
Credit Discount	Read-only. The sum of discount allocated across credit rows. Hidden by default.
Debit Discount	Read-only. The sum of discount allocated across debit rows. Hidden by default.
Currency Code	Read-only. The currency code of the transactions being allocated. Hidden by default.

Credits Grid

Lists the credit transactions available to allocate (receipts, credit notes, and negative journals). Selecting a credit row sets its allocated amount to its full unallocated amount; you can also type a partial amount directly in the Allocated cell. A credit row arrives selected only when the server returns it with an amount already allocated.

Type	The transaction type, shown as a badge (e.g. Receipt, Credit, Journal).
Date	The transaction date.
Reference	The transaction reference.
Amount	The gross transaction amount.
Net Amount	The net transaction amount (NetAmount field).
Outstanding	Read-only. The amount that will remain outstanding, calculated as the unallocated amount less the amount currently allocated.
Allocated	Editable. The amount of this credit to allocate. Must be greater than zero and cannot exceed the amount available.
Tran Disc	The payment discount on the transaction, where discount terms apply.
Alloc Disc	Editable when discount allocation is enabled (see note below). The discount being allocated. Cannot exceed the discount available or the amount allocated. Not editable for Invoice, Journal, or Credit transaction types.

Additional columns are available through the grid's customise option, including Order No, Comment, Unallocated, Internal Ref, Period, Exchange Rate, Transaction ID, Source ID, Period ID, Unalloc Disc, Disc Remaining, Bill From, Packing Slip, Currency, and Rate Type. In Saturn editions, Branch and Department columns are also available.

Credits Grid Actions

Row checkbox Selects or unselects a credit row. Selecting a row allocates its full unallocated amount.
Header checkbox Selects all credits when none are selected; clears all credits when any are selected.
Open Opens the originating transaction record (Receipt, Credit, Invoice, or Journal) in a new tab.
Drill Down Drills to the source document. For transactions sourced from the Invoicing module, this opens the related invoice; otherwise it opens the transaction record.
Filters Show or hide the column filter panel.
Actions menu Provides Customise Fields (choose visible columns) and Print (print the grid).

Debits Grid

Lists the debit transactions to allocate against (invoices and journals). Select debit rows, or type an amount in the Allocated cell, to apply the selected credits. Debits draw down the running Balance to Allocate.

Type	The transaction type, shown as a badge (e.g. Invoice, Journal).
Date	The transaction date.
Reference	The transaction reference.
Amount	The gross transaction amount.
Outstanding	Read-only. The amount that will remain outstanding, calculated as the unallocated amount less the amount currently allocated.
Allocated	Editable. The amount of this debit to allocate. Must be greater than zero, cannot exceed the available balance to allocate, and cannot exceed the unallocated amount less any Hold amount.
Hold	A held portion of an invoice that is excluded from allocation. Editable only for users with the AR Transactions Terms permission. The hold cannot exceed the unallocated amount, and cannot be set so that it would push the allocated amount over the remaining balance.
Avail Disc	Read-only. The discount available on the debit. Discount allocated to a debit is constrained pro-rata to the portion of the available amount being allocated.
Alloc Disc	Editable when discount allocation is enabled (see note below). The discount being allocated against this debit. Cannot exceed the amount allocated or the pro-rata discount available.

Additional columns are available through the grid's customise option, including Order No, Comment, Unallocated, Available, Discount Date, Due Date, Internal Ref, Period, Exchange Rate, Transaction ID, Source ID, Period ID, Unalloc Disc, Disc Remaining, Bill From, Packing Slip, Currency, and Rate Type. In Saturn editions, Branch and Department columns are also available. The Amount, Outstanding, Allocated, and Alloc Disc columns are totalled at the foot of the grid.

Debits Grid Actions

Row checkbox Selects or unselects a debit row, allocating the available balance to it.
Header checkbox Auto-allocates the balance across debits when none are selected, and clears all debit allocations when any are selected.
Balance Allocations Allocates the remaining balance to the currently focused row and all rows below it. This applies the balance against the oldest outstanding invoices first. A row must be focused before this is enabled.
Open Opens the originating invoice or journal record in a new tab.
Drill Down Drills to the source document. For transactions sourced from the Invoicing module, this opens the related invoice; otherwise it opens the transaction record.
Search Find rows by Reference or Amount, with next/previous navigation through matches.
Filters Show or hide the column filter panel.
Actions menu Provides Customise Fields (choose visible columns) and Print (print the grid).

Screen Actions

Refresh Reloads the customer's transactions from the server, preserving the amounts you have already allocated where they still fit the refreshed figures. Use this to pick up transactions entered in another window since you opened the screen.
Save Posts the allocation. Only rows with an allocated amount greater than zero are submitted. If the Balance to Allocate is not zero, a Partial Allocation confirmation appears with the remaining balance — choose Save Anyway to post the partial allocation or Go Back to continue editing.
Cancel Discards the allocation and returns to Step 1 with the customer and date retained.

Note: Discount allocation columns (Alloc Disc) are only editable when the AR\ReceiptDiscountAllocation company setting is enabled and the customer has a non-zero discount. When discount allocation is off, these cells are read-only.

Warning: Saving cannot proceed if there are no debits available, or if no transactions have been selected for allocation. You will be prompted to confirm before saving an allocation that is not balanced.

Permissions

Allocations	Access to this screen requires the AR Tasks Allocations permission (`AR\Perm\Tasks\Allocations`) at Read level.
Editing Hold amounts	Editing the Hold column on the Debits grid additionally requires the AR Transactions Terms permission (`AR\Perm\Transactions\Terms`).