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 - Hot Key = X |
The Settle button will allocate the full outstanding value and set the status to X. |
Part-pay Button - Hot Key = P |
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 wish to exit without allocating a value. After the allocation has been posted the document remains at unpaid status until fully settled. |
Write off Button - Hot Key = W |
The Write off button will allow 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 then 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 wish to exit without allocating a value. When the allocation is posted it will perform a check against the maximum write off value for the user. If the value being written off is greater than the maximum write off then 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 then the value entered is accepted. After you write-off an amount, the Analyse option will show the value that will be posted as a write off to complete the double entry in the Nominal Ledger. |
Discount Button - Hot Key = D |
The Discount button will allow discounts to be given against specific items. Early settlement discount rates are set in the Settlement Terms option in the Nominal Ledger Miscellaneous menu. When you use the Discount allocation method a Discount document form is invoked which allows you to enter the value you wish 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 on the Vat Groups table which can be found in the Nominal Ledger Vat options menu. If the value being allocated is not the minimum value then 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 will show the value that will be posted as discount to complete the double entry in the Nominal Ledger. |
Reset Button - Hot Key = Space Bar |
The Reset button will allow you to reset an item to its original state if you have already made an allocation to it during the current session. This button will not become 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 will be collected in the Analyse option and the documents posted as fully settled.
Reinstate Button - Hot Key = R |
The Reinstate button allows you to return a document which has been settled or part paid to its previous state. If the document has had several part payment allocations made to it then Autoline will display a Select payments to reinstate form in order that you can select the Part Payment allocation that you wish to reinstate. Select the appropriate item and click OK and Autoline will return 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 then a negative value will need to be entered on the Header Tab. |
View Button - Hot Key = V |
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 - Hot Key = L |
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 then click on the Clear button in the Post Group at the top of the form and they can be all reset to their original state. |