Select transactions to allocate (Credits grid)

For immediate allocations, transactions entered will show in Allocate, unallocated in the Outstanding column. To select a transaction, select a line, click Select Credit (F4), or enter the amount to allocate in the grid (usually when partially allocating).

• Click Unselect Credit (F3) to unselect a transaction.
• Click Unselect All (Shift+F3) to unselect all credit transactions.

Select transactions to allocate against (Debits grid)

To select debit transactions, select a line, click Select Debit(F4), or enter the amount to allocate in the grid, click Balance Allocations (Ctrl+=) to select the amount of the current transaction and all subsequent transactions up to the Balance To Allocate (default), this will allocate against the oldest outstanding invoices.

• Click Unselect Debit (F3) to unselect a transaction.
• Click Open (F12) and Drill Down (Shift+F12) to access the originating transaction and shipment, (not available if allocating immediately).

Hold Amount for invoices may be edited.

Add, view, un-allocate transactions

If during allocation one or more transactions are not entered, open a new window, enter the new transaction, go back to the allocation window, click Refresh (F5), the transaction will appear in the grid.

• View allocations, view allocations against a transaction from Navigator > Maintain > Accounts Payable > Creditors > Transactions tab > select the transaction > click Show Allocations (Ctrl+L).
• Unallocate transactions, if a transaction is wrongly allocated, find the transaction from Navigator > Maintain > Accounts Payable > Creditors > Transactions tab > select the Transaction > click Open (F12) > click Unallocate (Ctrl+U) (also available from Allocation Query).
• Unallocate transactions from Allocation query, unallocate transactions by locating them from AP Creditor - to edit a partially or fully allocated transaction, unallocate, edit then re-allocate.

Find transactions

You can apply a Filter & Sort to the grids, or find transactions by amount and / or reference, or click Find (Ctrl+F) in the Debits grid to find the first transaction that matches the amount and reference values entered. Only fields with a value are searched, for example, if you enter an amount, reference is not searched. Values are retained between searches.

Creditor

Select the creditor, using the Accredo lookups.

Date

Set the date of the allocation.

Period

Select the period for the allocation. Ensure the Date occurs in the period.

Defaults to earlier of System Period or Current period for Accounts Payable.

Toolbar

Expand Toolbar (Alt+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Edit (F11)

Enter edit mode, to edit the details.

Refresh (F5)

Reloads changes other users may have made.

Customise Toolbar

Customise Toolbar or right-click in the toolbar below the buttons to access the Customise Toolbar Menu.

Fields

Type

The type of transaction. Credit and payment transactions are displayed in the Credits grid, invoice and journal transactions are displayed in the Debits grid.

Date

The date of the transaction.

Reference

Transaction reference code.

Amount

Transaction amount.

Outstanding

The amount to remain outstanding.

Allocate

The amount to be allocated.

Discount

Discount applied to the transaction. If a sufficient discount is available to an Invoice, the Payment discount will be automatically applied to the Invoice.

Hold

Hold amount, if one exists, for the invoice.

Customise Panel

Opens Customise Fields, you can customise the fields visible in the panel.

Balance to Allocate

Total amount to be allocated.

Credits Grid toolbar

Expand Toolbar (Ctrl+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Select credit (F4)

Select the credit transaction to be allocated.

Select all (Shift+F4)

Select all credit transactions to be allocated.

Unselect credit (F3)

Unselect the credit transaction for allocation.

Unselect all (Shift+F3)

Unselect all credit transactions for allocation.

Open (F12)

Opens the selected credit transaction.

Drill down (Shift+F12)

Drill down to the originating document.

Filter / Sort List (Ctrl+F2)

Clear Filter / Sort (Ctrl+F3)

Apply or clear a Filter & Sort. The button changes to indicate if a filter and sort is applied.

Customise (Alt+F5)

Opens Customise Fields, you can customise the fields visible in the grid.

Debits Grid toolbar

Expand Toolbar (Ctrl+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Select debit (F4)

Select the debit transaction to be allocated.

Unselect debit (F3)

Unselect the debit transaction for allocation.

Open (F12)

Opens the selected invoice or journal transaction.

Drill down (Shift+F12)

Drill down to the originating document.

Filter / Sort List (Ctrl+F2)

Clear Filter / Sort (Ctrl+F3)

Apply or clear a Filter & Sort. The button changes to indicate if a filter and sort is applied.

Customise (Alt+F5)

Opens Customise Fields, you can customise the fields visible in the grid.

Balance allocations (Ctrl+=)

This will select the amount of the current transaction and all subsequent transactions up to the Balance To Allocate, and will allocate against the oldest outstanding invoices.

Find (Ctrl+F)

Find a transaction by entering the Transaction Amount and / or Transaction Reference.