The Accounts Receivables Allocations Inquiry in SapphireOne is used to manage receivable transactions that have not yet been fully allocated. While it is similar in appearance to the Transactions Inquiry screen, it serves a more specific purpose by displaying only outstanding items that still require allocation.
Whenever a receivables transaction is created, SapphireOne automatically determines whether it requires allocation. Transactions shown in the Allocations Inquiry are grouped by Client, making it easy to review and manage outstanding balances on a client-by-client basis.
The primary purpose of this inquiry is to allow users to allocate payments—such as Client Receipts or Client Credits—against outstanding invoices once payment has been received.
Allocating transactions in SapphireOne
The Allocations Inquiry allows you to both allocate and unallocate receivable transactions.
- Unposted transactions may be unallocated and deleted if required
- Posted transactions cannot be deleted, but they can still be allocated or unallocated
This provides flexibility when correcting or adjusting allocations without compromising transaction integrity.
Open Item Clients window
Within the Allocations Inquiry, you can open the Open Item Clients window. This screen allows you to allocate selected Client Receipts or Client Credits against other outstanding transactions for the same client.
From this window, allocations can be performed in several ways:
- Fully allocate manually
- Click directly on a transaction line to fully allocate it
- Partially allocate
- Right-click on a transaction line
- This opens the Allocation Amounts window, where a partial amount can be entered
- Automatically allocate
- Use the Apply To drop-down menu
- This applies available credits automatically across outstanding transactions in the allocation lines
Unallocating transactions
If an allocation needs to be reversed, SapphireOne provides the following options:
- Fully unallocate manually
- Click on a previously allocated line to remove the allocation entirely
- Partially unallocate
- Right-click on an allocated line
- The Allocation Amounts window will open, allowing you to adjust or remove part of the allocation
These options ensure that receivables can be corrected or reallocated accurately when circumstances change
The Accounts Receivables Allocations Inquiry is a key tool for maintaining clean client balances, ensuring payments are applied correctly, and giving finance teams full visibility over outstanding receivables. When used regularly, it helps streamline reconciliation and improves overall cash flow management within SapphireOne.
SapphireOne covers ERP, CRM, DMS and Business Accounting is an all-in-one integrated software solution. If you would like to find out more about our Accounts Receivables Allocations Inquiry and Transactions Inquiry, request a live demo with us here.