This is a part of the Preset Allocations feature. Click here to learn more about Preset Allocations.
Once Preset Allocations are created and marked as 'Active', they can be used on both AP Invoices and Journal Entries to assist in distributing transaction amounts to their proper GL Accounts. Preset Allocations can be put in use directly from the AP Invoice and Standard Journal Entry forms.
Prerequisites
Once Preset Allocations are created, they need to be enabled for AP Invoices, Standard Journal Entries, or both so that they can be used directly from their transaction forms.
To enable Preset Allocations, navigate to the Preset Allocations page and click the Settings icon
in the top, right corner above the listing. In the sidesheet that opens, check the box next to the desired transaction type to enable Preset Allocations for it.
AP Invoices
When a new AP Invoice is opened, a 'Use Preset Allocations' toggle will appear under the 'Details' tab. Toggle this on to gain access to all Preset Allocations.
- Note: The following Keyboard Shortcut can also be used to enable the toggle: CTRL + SHIFT+ L.
Once the toggle is enabled, the original selectors and fields will be adjusted to show the 'Preset Allocations' selector and the 'Amount' field only.
1) Select Preset Allocations - This selector is where a Preset Allocation can be chosen
- Note: The Preset Allocations listed will be based on the Locations that are assigned to the User
2) Amount - The amount of the AP Invoice that will need to be spread to the GL Accounts included on the Preset Allocation
3) Add - This will add the details of the row to the 'Details' grid. In clicking this button, the GL Accounts selected for the Preset Allocation will have their Amount Percentage applied to the value entered in the Amount (#2) field and will display the allocated amount in the grid
4) Clear - This will clear the entries in this row
More than one Preset Allocation can be used on an AP Invoice. Once the correct account details are entered, save and/or approve the AP Invoice.
- Note: Saving or approving the AP Invoice will revert the 'Use Preset Allocations' toggle to off.
Journal Entries
When a new Standard Journal Entry is opened, a 'Use Preset Allocations' toggle will appear under the 'Details' tab. Toggle this on to gain access to all Preset Allocations.
- Note: The following Keyboard Shortcut can also be used to enable the toggle: CTRL + SHIFT+ L.
Once the toggle is enabled, the original selectors and fields will be adjusted to show the 'Preset Allocations' selector and the 'Debit' and 'Credit' fields only.
1) Select Preset Allocations - This selector is where a Preset Allocation can be chosen
- Note: The Preset Allocations listed will be based on the Locations that are assigned to the User
2) Debit - This is the amount debited to the GL Account
3) Credit - This is the amount credited to the GL Account
4) Add - This will add the details of the row to the 'Details' grid. In clicking this button, the GL Accounts selected for the Preset Allocation will have their Amount Percentage applied tot he value entered in either the 'Debit' (#2) or 'Credit' (#3) fields and will display the allocated amount in the grid
6) Clear - This will clear the entries in this row
More than one Preset Allocation can be used on a Standard Journal Entry. Once the correct account details are entered, save and/or approve the Journal Entry.
- Note: Saving or approving the Journal Entry will revert the 'Use Preset Allocations' toggle to off.