SECTION 2.3.5 - CREDITOR ALLOCATIONS
USAGE: To allocate monies from transactions that have been previously entered but not allocated. It is possible to enter a debit transaction in various ways, eg via PAYMENTS and ADJUSTMENTS. You may have chosen to enter the transaction but were unable, at the time, to allocate it to the relevant credits. This can happen when you overpay a supplier or when you are given a credit for returned stock, etc. HiFinance cannot automatically allocate the credit to the debit. Instead, you must pick-up the debit transaction, here, and re-initialise the allocation process.
DISCUSSION: When you start the CREDITOR ALLOCATIONS program, the computer will initially ask for a Creditor code. Insert the code and press <Enter>.
To return to the CREDITOR DATA ENTRY MENU, press <ESC>.
To search for a Creditor, press <F9>. For further details on searches, see SECTION 2.2.
Having chosen a Creditor, 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 Creditor you wish and then the screen will display any unallocated debit transactions.
The screen will appear as follows:
The screen displays all the available debit 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 Creditor (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 credit 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, ie the unallocated value of the debit or the unallocated value of the credit, whichever is the smaller. You do not have to allocate the whole value of the debit, nor do you have to allocate the full value of any credit.
You may abort the whole operation by pressing <ESC>.
When you have finished, press <F10> to initiate the update.
Files updated by the Creditor Allocations program:
Creditor 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.
Creditor transaction-file: The allocated value on the debit and credit transactions is updated. A link is created in the allocation file to allow CREDITOR ENQUIRIES to display the allocation.