Amend Purchase Ledger allocations
Use this to unallocate transactions or change the allocated amounts.
You cannot change the allocation details for:
- Balance forward For Balance Forward accounts, all transactions (except those in query which are dealt with separately) are cleared from the account and only a brought forward balance is displayed for the new period. The total creditors balance for each period is carried forward as a single balance figure. The number of balances carried forward depends upon the number of months aged debts you specify for the each Ledger. When transactions, such as receipts, are posted for a previous period's transaction, they are allocated by period number, so that the appropriate balance is reduced at the period end. The advantage of this type of accounting is its economical use of disk space. Balance forward accounting cannot be used for foreign currency accounts. or Automatic allocation For automatic allocation accounts, payments are allocated to invoices when the Account Maintenance option is run. The oldest outstanding invoices are allocated first. If an invoice is in query, then it is ignored. accounts.
- Transactions that are queried.
If the supplier account is on hold, a warning is displayed, but you can still amend the allocation.
- The original allocations are removed from the ledger.
- The associated entries are updated.
- Any revised allocations are saved retaining the date applied to the original allocation.
To amend allocations
Open: Purchase Ledger > Adjust Transactions > Amend Allocations.
Note: You can either enter the Filters and then select a Code, or select a Code and then enter the Filters. If you enter the filters first, when you select the account, the filters are applied straight away. If you enter the filters after selecting the account, you must click Display to apply the filters to the list.
- To display transactions for a supplier, select the supplier from the Code drop-down list.
- To filter the list of transactions displayed, use the Filters. You can use any of the filters alone or in combination.
- To filter the list to show transactions of a particular type, select the Transaction Type. For example, Invoice, Receipt/Payment or Credit Note, from the Type drop-down list.
- To filter the list to show transactions on a particular date, enter or select the transaction Date.
- To filter the list to show transactions with a particular reference, enter the transaction Reference.
- Click Display to display the list with the filters applied.
- Select the transaction you want to amend.
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Click Edit.
The Supplier Allocations window appears.
- Amend the displayed allocation details.
- Click Save.
Note: All is selected by default so all transactions for the account will be selected by default.
All transactions that contain the characters you enter will be displayed in the list. For example, if you enter 234 in the Reference, transactions are displayed in the list that include 234. There may only be transaction reference 234, but there may be 12345, 1234, 2345 or 2234 and so on.