Allocation Lines - Optimise Allocation Tracking for Improved Analysis

Allocation Lines Overview

The Allocation Lines function in SapphireOne Accounts History Mode provides users with the ability to view data that has been allocated to specific transactions. The Inquiry screen displays recorded allocations, showing the records that have been allocated to a transaction as well as the records that have been allocated from it. The reference for these allocations is the sequence numbers.

It’s important to note that these allocations are simply links between records and do not impact the General Ledger. The links can be modified only when the records are in the Current allocation status. This feature allows users to easily track and manage allocations within SapphireOne, ensuring accurate record-keeping and facilitating efficient financial analysis.

Allocation Line List Arrangement

The transactions in the Allocation Lines list are initially listed in the order of entry, with the most recent allocation at the top. To change the sorting order, simply click on any of the column headings. You can also adjust the selected column by re-clicking the column heading to switch between ascending and descending order.

Additionally, you have the ability to rearrange the columns by clicking and dragging them to the left or right. Similar to other List windows, you can customise the displayed information by highlighting and using functions from the Options Menu, allowing you to reorganise and tailor the view to your preferences.

Viewing Allocations

From this list, you have the option to View or Look at all allocations, which will open the corresponding screen and display historical details as seen below.

Printing Allocation Details

If you select the Print Print button, you can generate and print an Allocation report. This report provides a comprehensive overview of the allocated transactions, allowing you to have a tangible document for reference or documentation purposes.

All inquiry screens in SapphireOne offer the option to customise the list of items displayed on the page. This feature, known as Custom Inquiry, allows you to select the data fields to be shown and the order in which the columns of data appear across the screen. Although a client list is used as an example below, any type of inquiry can be customised within SapphireOne.

The list below represents the standard inquiry list, displaying a basic set of data fields for each client record:

Swap to Custom Inquiry

When you select the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Screen, as shown below. This Custom List screen provides the user with two main options for organising the data display:

  1. To add or remove the data field columns displayed on the screen, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
  2. To change the order in which the data field columns are displayed, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.

Once you have customised the Custom Inquiry screen, the screen view will be unique to you, and each time you log in, you will see the same custom view. You also have the option to select and save an unlimited number of custom views. This can be done in the ‘Setup’ screen, as detailed below.

The Inquiry screen below is the initial Custom Inquiry screen, which can be modified by the user.

Custom Inquiry Screen ‘Setup’ Function

To begin setting up your Customised List screen, click the Setup button, as shown above. The Setup screen will appear, as displayed below.


From this screen, users can add and remove data columns as needed. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.

The screen features several menu items across the top, which include:

  • Reset to Default – Clicking this button resets the display to the default settings determined by SapphireOne. When you add a new data field, SapphireOne will place it on the right-hand side of the data columns. You can then click on the field heading and drag it to your desired location on the screen.
  • Show Related Record – This option allows you to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, you can select a related record, and a mini view of that related record for the chosen entry will be displayed for the currently selected record. You will need to select the fields to be displayed.
  • Favourite Set – Located at the top left of the screen, this option enables you to save a custom-created screen for future use. For instance, you can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

Was this helpful?

Next Article