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Allocating Creditor Sundry a/c Purchase Orders

• The Purchase Order Allocation application allows the user to match off Purchase Orders to transactions for reporting on committed expenditure.

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Application Tool / Status Bar Calls

This Application can be called by clicking the Application tool-bar push button: Purchase Order Allocation when entering transactions.

Mandatory Prerequisites

• Accounting Periods (for a Division) - Maintaining Accounting Periods

Screenshot and Field Descriptions

Left Hand Side fields (populated with the Transaction that will be allocated to one or many Purchase Orders):

Allocation Date: this is the date of the transaction to be allocated.

 

Transaction (Year / Period / Number): this is the transaction to be allocated.

 

Type: this is the type of the transaction. Options are Invoice, Credit Note, Cash Sale or Cash Credit.

 

The following fields are for reference only:

Sundry a/c: this is the Sundry (Creditor) Account ID.

Reference: this is the reference of the transaction.

Details (Header): this details of the transaction.

Total: this is the total of the transaction.

Right Hand Side fields (Purchase Orders to be allocated to):

Unallocated Items table: this is the upper table. It contains rows of Purchase Orders that are not marked as complete.

Unallocated: this is the total amount of Purchase Orders that are not marked as complete.

 

Allocated Items table: this is the lower table. It contains rows of Allocated / Complete Purchase Orders.

Allocated: this is the total amount of Allocated / Complete Purchase Orders.

 

The allocation process involves shifting items from the upper table to the lower table.

The correction process involves shifting items from the lower table to the upper table.

 

Single Items are shifted between the tables by double clicking a source line item.

All Items are shifted between the tables by double clicking the source table top corner box.

 

It is permitted to change the values in the Amount column of the lower table if items are to be only partially allocated. This will result in the item being split, with an unallocated portion in the upper table and an allocated portion in the lower table.

 

The check box in the Complete column can be ticked if the Purchase Order is to be marked as complete.

The Purchase Order does not need to be fully allocated to a transaction to be marked as Complete.

How Do I : Search For and Maintain Entities

These General Rules are described in the Fundamentals Manual: How Do I : Search For and Maintain Entities

How Do I : Add a new Purchase Order Allocation

Left Hand Side Fields:

1. Select / search for a transaction via optional combinations of Year, Period, Number and Type.

Right Hand Side Fields:

The Unallocated Items table (upper) will contain all the outstanding or partially allocated Purchase Orders for the Sundry a/c.

The Allocated Items table (lower) will initially be empty.

1. If the whole of the upper table contents are to be cleared by this transaction, double click the top corner box to drop the contents down to the lower table.
2. Alternatively, double click selected upper table lines to individually drop them down to the lower table.
3. Any of the values in the Amount column of the lower table may be changed if the items are to be only partially allocated.
4. Click any of the check boxes in the Complete column if any of the Purchase Orders are to be marked as complete.

Final:

1. Click the Left Hand Side Application tool-bar push button: Add and confirm that you wish to add the record.

How Do I : Modify an existing Purchase Order Allocation

1. Select / search for a transaction via optional combinations of Year, Period, Number and Type.
2. The current Unallocated Items table (upper) and original Allocated Items table (lower) will be accessible. Make any changes by double clicking the rows of these tables or amending any of the values in the Amount column or clicking any of the check boxes in the Complete column of the lower table.
3. Click the Application tool-bar push button: Change and confirm that you wish to change the record.

How Do I : Delete an existing Purchase Order Allocation

1. Select / search for a transaction via optional combinations of Year, Period, Number and Type.
2. While the Left Hand Side Application tool-bar push button: Delete is available, click it and confirm that you wish to delete the record.

Related Topics

Creditor Sundry Account Purchase Order Allocations is associated with the following Topics:

• Creditors Sundry Account - Maintaining Creditor Sundry a/cs

• Contract Purchase Orders - Running Contract Purchase Orders Process

• Creditors Sundry Account - Invoice Transaction - Entering Creditor Sundry a/c Invoices
• Creditors Sundry Account - Credit Note Transaction - Entering Creditor Sundry a/c Credit Notes
• Creditors Sundry Account - Payment Transaction - Entering Creditor Sundry a/c Payments
• Creditors Sundry Account - Receipt Transaction - Entering Creditor Sundry a/c Receipts
• Creditors Sundry Account - Cash Sale Transaction - Entering Creditor Sundry a/c Cash Sales
• Creditors Sundry Account - Cash Credit Transaction - Entering Creditor Sundry a/c Cash Credits
• Creditors Sundry Account - Purchase Order Transaction - Entering Creditor Sundry a/c Purchase Orders

• Transaction Navigator - Searching for Transactions using the Transaction Navigator