SECTION 1.3.5 - DEBTOR ALLOCATIONS
USAGE: To allocate monies from transactions that have been previously entered but not allocated. It is possible to enter a credit transaction in various ways, eg via RECEIPTING and ADJUSTMENTS. You may have chosen to enter the transaction but were unable, at the time, to allocate it to the relevant debits. This can happen when a customer overpays or when you give a credit for returned stock, etc. HiFinance cannot automatically allocate the debit to the credit. Instead, you must pick-up the credit transaction, here, and re-initialise the allocation process.
DISCUSSION: When you start the DEBTOR ALLOCATIONS program, the computer will initially ask for a Debtor code. Insert the code and press <Enter>.
To return to the DEBTOR DATA ENTRY MENU, press <ESC>.
To search for a Debtor, press <F9>. For further details on searches, see SECTION 1.2.
Having chosen a Debtor, the screen will display the name and address and recent balances, in full at the top of the screen. You will be asked to verify that this is the Debtor you wish and then the screen will display any unallocated credit transactions.
The screen will appear as follows:
The screen displays all the available credit transactions with the original value of the transaction and the proportion still unallocated.
You can move around this screen the same way as when searching for a Debtor (see SECTION 1.1). To choose a transaction, press <F10> or <Enter>. You will then be transferred to the net phase. The screen will look as follows:
Here you will be shown all the unallocated debit transactions. You will now need to choose which transactions you wish to allocate to. You can either move to the relevant transaction and enter a value, or use the function keys. <F1> will automatically insert the maximum value possible. I.e. the unallocated value of the credit or the unallocated value of the debit, whichever is the smaller. You do not have to allocate the whole value of the credit, nor do you have to allocate the full value of any debit.
If you are allocating to a Debtor who has sub-accounts, <F3> will be available for you to mask the display to one sub-account at a time. This can be useful if there are a lot of transactions, spanning several accounting periods and the Debtor has made a payment that spans several sub-accounts. Instead of looking through hundreds of transactions for the ones to allocate the payment against, you can mask one sub-account at a time, and then allocate to a shorter list. Note that that you cannot mask to the main Debtor itself. Once you have masked, you can press <F3> again to mask to another sub-account or press <F4> to clear the masking. Although it is not necessary to clear masking before updating the allocations, it is recommended that you do, for the purposes of checking your entries.
You may abort the whole operation by pressing <ESC>.
When you have finished, press <F10> to initiate the update.
Files updated by the Debtor Allocations program:
Debtor master-file: If you are allocation across accounting periods, HiFinance will adjust the balances in both periods. Eg if $100 was owed in period 1 and paid in period 2, after allocating, both period balances will be zero.
Debtor transaction-file: The allocated value on the debit and credit transactions is updated. A link is created in the allocation file to allow Debtor ENQUIRIES to display the allocation.