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Entering Tenant Allocations

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Transact > Tenant > Allocation

Mandatory Prerequisites

Prior to entering a Debtor Lease Account Tenant Allocation Transaction, refer to the following Topics:

Screenshot and Field Descriptions

 

 

Allocations follow the Double Entry book-keeping rule of having a balanced set of entries.

This equates to net Zero Debtors Control Allocations on the Right - i.e Debits balance Credits.

 

Left Hand Side fields:

Transaction Date: this is the date of the transaction. Normally it must fall within the Accounting Period defined by the Year and Period.

 

Year: this is the Accounting Period Year.

 

Period: this is the Accounting Period.

The default values for Transaction Date, Year and Period come from the Accounting Period marked as Current.

Number: this is the Accounting Period Number. The combination of the Year, Period and Number constitutes the unique transaction Number.

 

Lease a/c: this is the Tenant (Debtor) Account ID.

 

Reference: this is a free format, optional reference entry field.

 

Batch: this is a read only field that displays the batch number / date of when the transaction was interfaced with another system.

 

Details (Header): this is a free format, optional detail associated with the whole transaction (header).

Right Hand Side fields:

Unallocated Items table: this is the upper table. It contains rows of Unallocated / Unpaid transactions.

Unallocated: this is the total of Unallocated / Unpaid transactions.

 

Allocated Items table: this is the lower table. It contains rows of Allocated / Paid transactions.

Paid: this is the total of Allocated / Paid transactions.

 

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 Paid 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.

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 Allocation Transaction

There are several ways of adding new transactions:

  1. Manually, starting from an existing transaction and clicking the Application tool-bar push button: Template.
  2. Manually, starting with an empty transaction.
  3. Automatically, as a result of transaction generating applications.
  4. Automatically, as a result of transaction import applications.

 

Left Hand Side Fields:

These relate to the whole of the transaction:

  1. The Transaction Date, Year and Period will be automatically populated, but can be changed if required. The Number will be automatically generated when the transaction is saved.
  2. Enter a Lease a/c.
  3. Enter a Reference.
  4. Enter some transaction header Details.

 

Right Hand Side Fields:

The Unallocated Items table (upper) will contain all the outstanding or partially outstanding transactions for the 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 Paid column of the lower table may be changed if the items are to be only partially allocated.

 

Final:

  1. Click the Left Hand Side Application tool-bar push button: Add.
  2. Confirm that you wish to save the whole transaction.

How Do I : Modify an existing Allocation Transaction

  1. Select / search for a transaction via optional combinations of Year, Period, Number and Lease a/c.
  2. Make changes to the Left Hand Side fields as required.
  3. 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 Paid column of the lower table.
  4. Click the Left Hand Side Application tool-bar push button: Change.
  5. Confirm that you wish to save the whole transaction.

How Do I : Delete an existing Allocation Transaction

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

A transaction can only be deleted if there are no other transactions associated with it, its Accounting Period is Open and it has not been Deposited or Reconciled.

Related Topics

Debtor Lease Account Tenant Allocation Transactions are associated with the following Topics: