See also:Cash Posting & Allocation
This is the most complex area of the allocations grid options. It allows amounts to be posted against existing transactions on an individual basis.
Select a transaction from the displayed transaction grid and then use the following buttons or alternative hot keys to make any relevant allocations and/or changes to the status of the transaction.
| Settle button: | The Settle button allocates the full outstanding value and sets the status to X. |
| Part-pay button: | The Part-pay button allows you to allocate a partial payment of the outstanding value and set the status to P. When you use this method of allocation, a Part-pay Document form is invoked inviting you to either enter the value for allocation and click the OK button or click the Cancel button if you want to exit without allocating a value. After the allocation is posted, the document remains at unpaid status until fully settled. |
| Write off button: | The Write-off button allows the write-off of some or all of the amount outstanding against a document. The right to write-off a value is linked to a system parameter control of user priority level. If the Write off button is not enabled, you do not have access to the write-off facility. When you use this method of allocation, a Write off Details form is invoked inviting you to either enter the value for allocation and click the OK button or click the Cancel button if you want to exit without allocating a value. When the allocation is posted, it performs a check against the maximum write-off value for the user. If the value being written off is greater than the maximum write off, you are prompted to make a selection of Accepting the minimum, Over-riding, or Re-entering the value. If the value to be written off is less than the maximum write-off value, the value entered is accepted. After you write-off an amount, the Analyse option sho ws the value that will be posted as a write-off to complete the double entry in the Nominal Ledger. |
| Discount button: | The Discount button allows discounts to be given against specific items. Early settlement discount rates are set in the Settlement terms option on the NL MISCELLANEOUS OPTIONS menu. When you use the Discount allocation method, a Discount document form is invoked that allows you to enter the value you want to allocate.The remaining balance is then taken as a discount. The right to overwrite the maximum discount is controlled by access/priority level in the system parameters. The need to extract VAT from discount is controlled by a flag held in the Vat groups table which can be found on the NL VAT MENU. If the value being allocated is not the minimum value, you are prompted to make a selection of Accepting the minimum, Over-riding or Re-entering the value. After you discount an amount, the Analyse option shows the value that will be posted as discoun t to complete the double entry in the Nominal Ledger. |
| Reset button: | The Reset button allows you to reset an item to its original state if you have already made an allocation to it during the current session. This button is not enabled unless you have made an allocation to it in the current session. |
Tip: To summarise the above. For all three facilities, the Payment column must contain the amount to be allocated against the document. For discounts and write-offs, the difference is collected in the Analyse option and the documents posted as fully settled.
| Reinstate button: | The Reinstate button allows you to return a document that has been settled or part paid to to its previous state. If the document has had several part payment allocations made to it, Autoline displays a Select payments to reinstate form in order that you can select the Part Payment allocation that you want to reinstate. Select the appropriate item and click OK, and Autoline returns you to Allocations grid, setting the current status of the item originally selected to R. If a reinstatement is the only allocation you are going to make, a negative value must be entered on the Header tab. |
| View button: | The View button allows you to view the document details from within the Allocations tab. Reference, amounts, dates, current status and other information can be seen for checking purposes. While you are in the View facility, it is also possible to display an image of the original document simply by clicking on the Document button if enabled. Click the Close button to return to the Allocations grid. |
| Select All button: | The Select all button allows you to allocate all documents currently displayed in the Allocations grid as settled (Status X) by clicking the one button or alternative hot key. If you have done this and want to reset all, click the Clear button in the Post group at the top of the form, and they can all be reset to their original state. |
