Transaction Allocations

Debit and credit transactions can be offset against each other to determine the outstanding amounts. This feature is mostly used in customer and supplier transactions to identify which invoices are paid and which are still outstanding.

If an allocation is complete and the outstanding amount is zero, the transaction is set to the status for which the default Complete was selected. This change only happens if the transaction is in a lower status than the default Complete status and no information is missing on the transaction.

In QuickEasy BOS, the allocations can be managed from any linked transaction (e.g. from the invoice or from the customer receipt).

Settings#

Accounting > Enable Customer and Supplier Allocations: Checkbox. If checked, allocations are enabled.

Transaction Allocations#

Relevant Fields:

• Outstanding: Shows the amount that is not allocated.
• Allocation (button): Opens an interface to allocate the transaction.
• Allocation arrow on button: Includes the same commands as the Actions button on the Allocation interface.
  • Update Transaction to the Allocated Amount: Changes the amount on the transaction to the total of all the allocated entries.
  • Update Withholding Tax (WHT): Calculates and splits the transaction into withholding tax and payment amounts. Only appears if WHT applies to the transaction.
• Done (button): Asks “Allocate the outstanding amount to” followed by the source transaction when all of these apply:
  • The transaction was copied from a transaction of another Transaction Type that posts to the ledger (for example, a Customer Receipt copied from a Customer Invoice).
  • Its amount is not zero.
  • Nothing is allocated yet.

  Click Yes (button) to allocate the transaction to the source transaction, or No (button) to complete it without allocating.

Allocations Interface#

Buttons Explained#

Filters Explained#

Outstanding Fields Explained#

Allocated Fields Explained#

Field	Description
Field Chooser (*)	Lets you add or remove fields.
Selection Checkbox	Lets you select entries by checking the box, or deselect them by unchecking it.
ID	The system-generated number for the entry.
Trans ID	The transaction’s ID number.
Trans No.	The transaction code and number, colour-coded to match the transaction’s status.
Date	The transaction date.
Reference	The transaction’s reference.
Total	The transaction’s total amount.
Outstanding	The total amount on the transaction that is not yet allocated.
Allocated	The amount already allocated. On a foreign currency transaction, editing the amount in one currency converts the other at the allocation’s exchange rate (the currency amount to the local amount, and the other way round).
	A submenu, also opened by right-clicking an entry, with this option: Open Transaction: Opens the original transaction.

Tutorials#

These tutorials explain how to allocate transactions.

How to Allocate a Payment#

1. Ensure the transaction can be edited (the transaction’s Status must allow editing). Change the status if necessary.
2. Click Allocation (button) to open the allocations interface.
3. Check the boxes on the left to select unallocated entries.
   • Note: To deselect an entry, uncheck its box.
4. Click Allocate (button).
   • Note: Each invoice is allocated the smaller outstanding amount of the invoice and the payment, until the payment is fully allocated.
5. The invoices that were paid are moved to the Allocated section.
6. Close the popup.
7. Complete the transaction as needed (e.g. change the status to complete).

How to Remove an Allocation#

1. From editing a transaction, click Allocation (button).
2. In the Allocation section of the popup (at the bottom), check the box next to each entry to remove.
3. Click Remove (button).
4. Confirm that you want to remove the allocation.
5. Close the Allocation popup.

How to Change the Transaction Amount#

1. Ensure the transaction can be edited (the transaction’s Status must allow editing). Change the status if necessary and if you have the required permissions.
2. Click Allocation (button) to open the allocations interface.
3. Check the boxes on the left to select unallocated entries.
   • Note: To deselect an entry, uncheck its box.
4. Click Allocate (button).
5. Click Actions (button) > Update Transaction to the Allocated Amount.
6. Close the popup.
7. Complete the transaction as needed.

How to Change the Allocation Amounts#

1. Ensure the transaction can be edited (the transaction’s Status must allow editing). Change the status if necessary and if you have the required permissions.
2. Click Allocation (button) to open the allocations interface.
3. Check the boxes on the left to select unallocated entries.
   • Note: To deselect an entry, uncheck its box.
4. Click Allocate (button).
5. Enter the new amounts in the Allocated column. For example, if a customer receives a settlement discount, reduce each payment by the discount amount.
6. Click Save (button).
7. Close the popup.
8. Complete the transaction as needed.
9. Create an additional transaction for the discount (that is, the amount outstanding).

Foreign Currency Allocations Explained#

• Foreign currency allocations are done the same way as local currency allocations.
• When both transactions are in the same foreign currency, Allocate allocates the smaller currency amount, with the smaller of the two local amounts. The exchange rate difference stays outstanding in the local currency only (with a currency amount of 0), so you can allocate it with a foreign exchange gain or loss transaction in the local currency.
  • For example, with ZAR as the local currency, an invoice of 1 150 USD at a rate of 0.05 is 23 000 ZAR, and a receipt of 1 150 USD at a rate of 0.06 is 19 166.67 ZAR.
  • Allocating the receipt to the invoice allocates 1 150 USD and 19 166.67 ZAR.
  • The invoice keeps 3 833.33 ZAR outstanding, which you allocate with a foreign exchange loss transaction.
• A foreign exchange gain or loss transaction in the local currency leaves the outstanding list once it is fully allocated.
• Allocations made before Ver 2.5.0 keep their amounts. To allocate them by these rules, remove them and allocate again.
• The interface lets you switch between the local and foreign currency using the radio buttons on the top row.
• Allocations in the foreign currency usually do not match allocations in the local currency due to exchange rate fluctuations.
• The transaction’s foreign currency may show an underpayment while showing an overpayment in the local currency and vice versa.
• Always use the transaction’s currency (that is, the foreign currency) to determine if an amount is still due.
• The currency displayed in the Currency column is the transaction’s currency, not the allocation’s currency.
• See Ledger Transaction Tutorials for how to resolve outstanding amounts in the local currency.

Withholding Tax Allocations Explained#

1. Create a customer receipt or supplier payment as usual.
2. Allocate the amount to an invoice that had the withholding tax filled in.
3. On the Allocations popup, click Actions (button) > Update Withholding Tax (WHT).
   • Note: If you forget this step, the withholding tax transaction is not created.
4. The payment is split into the amount that must be paid and the tax that must be withheld.