Allocations

Client Allocations Inquiry Overview

The main purpose of the Allocation Tool is to allocate transactions for Open Item Clients and Vendors against their respective transactions that have not yet had an allocation made against them, e.g. a Receipt against the appropriate Invoice and a vendor payment against a vendor invoice. The beauty of the SapphireOne Allocation tool is that you can take any transaction from any Accounts Transaction Inquiry screen and quickly show a subset, and use the tool to either allocate, unallocate or reallocate. It’s a very simple and easy tool to access from any accounts transaction inquiries screen.
By default, when this function is selected, any transactions for all Clients or Vendors that SapphireOne determines.

The user should be aware that there is a Master Default checkbox that determines how SapphireOne manages the allocation functionality for both Clients and Vendors. This is on the first page of Master Defaults, and the checkbox is in the Data Entry area and is named Allocation.

Allocation Procedures

When a transaction is created and the green tick selected, SapphireOne Accounting Software will proceed in one of two ways from the selection made by the user in master defaults as follows.

  1. Checkbox not selected – SapphireOne will determine that an Allocation should not be made when a new Client based transaction is created. When the green tick is selected, the new transaction will be saved immediately without any Allocations. This Allocation Inquiry function, will then have to be used to selected allocations for the already existing transactions at a later time.
  2. Checkbox selected – When any transaction requiring an allocation is initially created, the user will select the green tick as normal when the checkbox is not selected. SapphireOne will then automatically display the Allocation Screen immediately. Once allocations for the transaction have been selected, the user will have to select the green tick for a second time to process the selected allocations for the selected Client.

Allocation Functionality

The Allocations Inquiry screen is very similar to the Transaction Inquiry screen, however this function only displays the following items.

  • Current Records – Until they are 100% allocated and they will continue to be be displayed within the Allocation inquiry screen. Once a record is 100% allocated, while it still resides in the current period, it will automatically be removed from the allocation inquiry function, even if the end of month has not been processed.
  • Amending the Allocation- Within the Allocation screen a user has ability at all times, to un-allocate and reallocate within the Allocation screen. As long it’s not posted and still contained within the Allocation screen, the user has the ability to do partial Allocations or Allocate fixed amounts or percentages to any transaction.
  • Deleting an Allocated Transaction – If a user is required to delete a transaction that is either 100% allocated or partially allocated, they will first have to identify the transaction within the allocation inquiry screen and un-allocate the transaction, as long as it is not posted. Once the allocation is 0% or the transaction has been completely un-allocated to 0% the user will then be able to go back to the normal transaction inquiry and delete the transaction.
  • Incomplete Allocations – Any transaction that SapphireOne finds has incomplete allocations, will also be displayed until the transaction has been 100% allocated. Once it is 100% allocated and the month-end has been completed it will no longer reside within the allocation screen.
  • Retrieved from History – If a transaction requires un-allocating that has been 100% allocated and now resides within history, the user has the ability to automatically retrieve the transaction from history back to the allocation inquiry for that particular transaction. This tool is contained within Accounts, mode, History transactions.
  • Reverse Transaction Tool – Within the Sapphire One transaction inquiry screen is a tool called reverse transaction. This is used on any transaction that you need to reverse that is posted and once the tool runs, it will automatically un-allocate any allocated percentage to the full 100%. It will automatically un-allocate and re-allocate that particular transaction to the reversal. For example if you had a client receipt and it was posted and you wanted to reverse a transaction, it will automatically create a client journal and allocate the client receipt to the client journal.
  • Partial or Percentage Allocation – To perform a partial or percentage allocation select/highlight s line and right mouse click on the line, then proceed as follows

You MUST select and highlight the required line and from there you have two options. 

  1. 1. Once the line is selected, and so highlighted the full amount for the transaction will be immediately allocated. 
  2. To use the Allocation dialog screen displayed right again, select the transaction you wish to allocate. Then right mouse click (For both a Mac and a PC), or select the button to display the Allocation Dialog pop up as seen to the right 
  3. From here you can type in the amount you are allocating. 

In both cases above, if the amount remaining is less than the amount to be allocated only the remaining balance will be allocated to the transaction. 

Discounts

Normally when a Prompt Payment Discount is selected, on an invoice, the system will automatically apply the discount only if payment is made in full within the specified time frame. 

If overdue the system does not apply the discount and would require you to select the checkbox on the Allocation Amount screen above to override the system and apply the discount. 

The full discount will then be taken and allocated to the record concerned. If there is a Credit Memo the Invoice should be recreated for the correct amount and the discount would be applied. 

  • Selecting in the Allocation Amount screen will always override the Prompt Payment Discount settings established in the invoice for this transaction only
  • Selecting the checkbox in the Activity area will cause SapphireOne to take the discount for all the transactions processed during this allocation run. 
  • Care must be exercised when overriding the discounts. When a transaction is partially allocated SapphireOne will apply the discount to the entire transaction and this may not be what the user wants. 

Allocation Screen Details

The main purpose of the Allocations Inquiry screen is to allocate transactions for Open Item Clients against their respective transactions that have not yet had a complete Allocation made against them, e.g. a Receipt against the appropriate Client Invoice.

By default, when this function is selected, any transactions for all Clients that SapphireOne determines have not been fully allocated will be displayed.

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.

You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.

As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.

Dictation and Speech to Text Procedure

This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.

Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line. The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive timesaver. 

Finding already Allocated Transactions

If the user wants to check a transaction with an Allocation made against it, or wants to un-allocate an un-posted transaction, they will have to tell SapphireOne to display all transactions with Allocations. 

In addition, there are two ways to do so:

  1. Use (Command F) keyboard shortcut to display the ‘find’ pop-up and search for the transaction manually. By default, SapphireOne will then display the find pop-up with the ‘All Records’ display option already selected.
  2. Alternatively, now select the ‘Options’ menu on the main toolbar and then select ‘Find’.

In both cases, you then have the option to search transactions that are ‘Allocated Less Than 100%’ or to search all transactions from ‘All Records’.  

  • If the user wants to delete a transaction that has allocations made against it, SapphireOne will not allow the deletion. The user may use this function to un-allocate the invoices from the transaction if the transaction remains un-posted.  As can be seen, documentation on this procedure is further below. 
  • When a transaction list is on screen there is an option in the Tools function to either allocate 100% or 0% to the currently highlighted transaction. Furthermore, this Allocations or un-Allocations may be performed on posted or un-posted transactions.

Allocating a Transaction.

  1. Firstly, being by highlighting a transaction from your list of transactions.
  2. Then go to the main toolbar and select the arrow just to the right of the Tools icon. Then from the Tools drop-down menu, you can select the very first option Allocation. Selecting the icon makes the Allocations Screen to appear as a pop-up.

Allocations Screen

The Allocations Screen allows the Allocations of the selected receipts to any other transaction for the selected Client. 

To allocate amounts, you have two options:

  1. Firstly, manually select each line in turn and allocate them by clicking any anywhere in the line with the mouse. 
  2. Alternatively, select the ‘Apply To’ drop-down menu option from the Activity area. Then SapphireOne Accounting Software will automatically allocate based on the selection accordingly. 

By default, SapphireOne sorts the lines in the display by date. By selecting the Apply To drop-down menu, and then selecting either the Bottom Up or Top Down option, the user should be aware that if the list is re-sorted for any reason this may not be what the user wants. The user should select the invoices to be paid on a transaction by transaction basis. 

The Allocations Screen Has Five Areas

The Allocations Screen is split into four screen areas, which have been outlined below. These include:

  1. The Transaction area contains basic details about the Client that the Allocations is being made for. The amount left to be allocated Remainder, and the Total Allocated so far are both displayed on the right hand side. 
  2. The Position area displays the Remainder that is still available for Allocations and the Total Allocated so far.
  3. The Allocations Lines area displays the lines that are available for allocation. This may change by making a selection from the activity area. The drop-down menu to the right-hand end of the Allocations Lines heading has two options. By default it is set at All. Display All and previously applied discounts. If the second option is selected, ‘Discount only the Current discounts will be displayed.
  4. The Activity area has four drop-down menus, a check box and a button for the management of discounts. These drop-down menus in the Activity area enable the performing of certain activities. From each menu, you make your selection. Below is a brief description of what each of these options offer.
  5. The Line Summary area displays a summary of the currently selected/highlighted line or Client Invoice, and is for viewing only. An item in this area to take note of is the FX field. This will display the FX rate applied to the currently selected/highlighted line or Client Invoice when FX is active in the data file. For local transactions this will be displayed as 1, a one to one exchange rate.

Activity Area ‘Apply To’ Menu Display Options

The ‘Apply To’ menu is the first drop-down menu in the Activity Area of the Allocations screen. This menu manages the manner in which the Allocations is applied to transactions. The options on the Apply To menu are as follows:

Bottom Up:  This spreads the transaction to be allocated from the Bottom Transaction Upwards fully allocating until there is no more to allocate. 
Top Down:  This spreads the transaction to be allocated from the Top Transaction Downwards fully allocating until there is no more to allocate. 
Same Amount:  This searches for transaction of the same Value. 
Same Internal Reference:  This searches for the transaction with the same Internal Reference Nº. 
Run No:  This allows you to search for transactions by the Run Number. A dialog screen will then ask you to enter the run number. 

Activity Area ‘Look At’ Menu Display Options

The ‘Look At’ menu is the second drop-down menu option in the Activity Area of the Allocations screen. This option enables you to look at the currently selected transaction.

Transaction:  This allows you to look at the Client Invoice (CI) of the selected Transaction which is being allocated. 
Source:  This allows you to look at the Sales Client Invoice (SCI) of the selected Transaction which is being allocated. 

Activity Area ‘Display’ Menu Options

The ‘Display’ menu is the third drop-down menu option in the Activity Area of the Allocations screen. This menu gives you the ability to display records based on pre-defined criteria.

Still to be Allocated:  This will display only Transactions that still have Allocations to be made to them. 
Run No:  This allows you to search for and display Transactions by the Run Number. A dialog screen will allow you to enter the run number. 
Remove Hold Records:  This removes from the currently displayed screen Transactions that have a Hold status on them. It does NOT remove the hold status from any of the Transactions. 
Load To Top/O:  This brings up the Query editor so that you may perform a detailed search and find the transaction or transactions that you are looking for. 

Activity Area ‘Actions’ Menu Display Options

The ‘Actions’ menu is the fourth drop-down menu option in the Activity Area of the Allocations screen. This menu allows you to perform certain actions. These include:

Reload:  This will reset the window to how it was when you first entered it. 
Split:  This allows you to split a transaction into two parts and is used for cases such as retentions. 
Retrieve:  This allows a transaction to be brought back to the current list even if it has been 100% allocated and transferred to History. 
Hold/Release:  This allows Transactions to be placed on hold or released from hold. Note that this does change the Transaction status. 

Summary Area ‘Actions’ Menu Display Options

The Line Summary area at the bottom of the screen will display details of the current highlighted line. 

How to Distribute Allocation Amounts

First, select and highlight the required line. Then follow either of these two options:

  1. Once the line is selected, the full amount for the transaction will be immediately allocated. 
  2. To use the Allocations dialog screen, first select the transaction you wish to allocate, then right mouse click (for both Mac and Windows) and select the button to display the ‘Allocations Dialog’ pop-up, and type in the amount you are allocating. 

In both cases if the amount remaining is less than the amount to be allocated, only the remaining balance will be allocated to the transaction. 

How to Apply Allocation Discounts

Typically, when a Prompt Payment Discount is selected on an invoice, SapphireOne will automatically apply the discount only if payment is made in full within the specified time frame. 

If overdue, SapphireOne Accounting Software does not apply the discount. First, it will require you to select the checkbox on the ‘Allocations Amount’ screen to override SapphireOne and apply the discount. 

The full discount will then be taken and allocated to the record concerned. If there is a Credit Memo, the Invoice should be recreated for the correct amount and the discount applied. 

  • Selecting in the Allocations Amount screen will always override the Prompt Payment Discount settings established in the invoice for this transaction only. 
  • Selecting the checkbox in the Activity area will cause SapphireOne to take the discount for all the transactions processed during this allocation. 
  • Care must be exercised when overriding the discounts. When a transaction is partially allocated, SapphireOne will apply the discount to the entire transaction and this may not be what the user wants. 

How to Split a Transaction

Split Transaction is part of the Actions Menu within the Activity area of the Allocations screen. Selecting the ‘Split’ option allows the user to create retention retained records. The transaction will be split in two, with the second part being a retention record. You can enter the split as a dollar amount or a percentage.

How to Create an Allocations Inquiry Report

  1. First, to create an Allocations Inquiry report, the Vendor Allocations Inquiry screen must be displayed.
  2. Next select the Print icon to bring up the print dialog pop-up screen.
  3. You are able to select options to print an Allocations Report. This enables you to print different levels of reports showing the linkage of records to the payment. The Report Type Options are listed below.

Report Type Options

Transaction  Shows the linked transactions allocated. 
General Ledger  This shows the linked General Ledger allocations. 
Invoices:  This shows the linked Invoices being paid. 
Invoice Lines  This shows the Invoice line item allocations. 
Wide Invoice Lines This shows the Invoice line detail and project details. 

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

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