Customer allocations

This function is part of the prepayments cycle.

Example: When there is a prepayment request for an order, the order is directly linked to the prepayment settlement, even if a prepayment allocation is also used to link payments and orders. If the payment is received before the invoice is sent, the payment is entered but not linked to an invoice. After the invoice is created, the payment needs to be linked to the invoice using this function. The allocation allows for a total or partial deduction of the prepayment from one or more invoices.

If there is more than one invoice, you need to process each prepayment allocation separately.

When you create a link using the prepayment allocation option between an invoice and its payment, a matching process is run. Otherwise, a G/L entry for the prepayment allocation (using the ACPT automatic journal) can be generated with either or both of these conditions:

The payment group is different from the invoice group (lines 1 and 2 of the ACPT automatic journal).
The accounting destination used in the payment generates a prepayment type generation (lines 3 and 4 of the automatic journal) - See the ACPTR and ACPTE destinations.

Prerequisite

SEEREFERTTO Refer to documentation Implementation

Screen management

Only the open items for a customer prepayment are displayed. Factor and supplier prepayment open items are not included.

Entry screen

Header criteria

You must enter the company and a Pay-by BP; the site is optional. The prepayment allocation is carried out for that BP.

Grid content

The open items to be processed are displayed in a grid. Some columns cannot be modified.

Allocation

By default, this column is Unallocated. You must select an allocation to post the open item:

Order: The payment is allocated to an order and you must enter the order number in the Order/Invoice column.
Invoice: The payment is allocated to an invoice and you must select the Invoice type and enter the invoice number in the Order/Invoice column.

The currency of the allocated open item (order or invoice) must be the same as the payment currency. It can be different from the bank currency.

Currency and Paid

These fields display the prepayment amount and its currency. They cannot be modified.

Amount to allocate

By default, this column displays the remaining amount to be allocated for the given payment (balance). You can post the prepayment to several orders or invoices. In that case, you can change the allocation amount for a specific open item. You can only allocate to one open item at a time, then repeat the process for another open item. As long as the payment is not completely allocated, the amount displays along with its various allocations.

Site and Payment

Both columns displays information on the prepayment settlement: site where the payment is recorded and payment number.

Type, Entry number and Tax

These three columns display information about the accounting entry generated when validating the payment (bank posting) and cannot be modified.

Saving the allocation

When saving the allocation, you can enter a value date (see the DACVALDAT - Value date management parameter - TRS chapter, BNK group). The log file indicates:

The order/invoice allocated to the payment
The amount
The G/L entry number generated

Generating the prepayment transfer journal

A prepayment transfer journal can be generated when:

The payment group is different from the invoice group.
The tax is adjusted if the payment uses an accounting destination with the prepayment type ACPTR.

Prepayment transfers in currency

The exchange rate applied when generating the G/L entry depends on the the CHGRATIPT - Prepayment exchange rate parameter value (TRS chapter, PPY group).

Entry structures

For example: Receiving a payment of 956.80 EUR (80% of the amount of the invoice to create). Creating the invoice for 1,196 EUR including 19.6% VAT on collection. Payment allocation to invoice.

Step	Account	Description	Debit	Credit
Received prepayment
	419	Received Cust. prepayments		956.80
	4458	VAT to adjust	156.80
	4457	Collected VAT		156.80
	512	Bank,Common,Data	956.80

Invoice
	411	Customer	1196
	707	Sales		1000
	4457	Tax		196

Prepayment allocation					Optional ACPT journal generation
	411	Customer		956.80	inter-BP MO
	419	Received Cust. prepayments	956.80		inter-BP MO
	4458	VAT to adjust		156.80	VAT adjustment
	4457	Collected VAT	156.80		VAT adjustment

Received payment for balance
	411	Customer		239.20
	512	Bank,Common,Data	239.20

Field descriptions

Block number 1

Company (field SOCIETE)

Enter or select the company code for the allocation.

Site (field SITE)

You can enter a site to only include open items for that site. If left blank, open items for all sites for the selected company display in the Details grid.

Pay-by (field TIERS)

Enter or select the BP. The prepayment allocation is carried out for this BP.

Grid Details

Allocation (field CDEFAC)

Select Order or Invoice to post the prepayment accordingly.

The open item currency (order or invoice) must be the same as the payment currency, but it can be different from the bank currency.

Type (field VCRTYP)

Enter or select the invoice type. This field does not apply when the allocation is for an order.

Order/Invoice (field NUMERO)

Enter the invoice or order number for the allocation.

If you need to allocate the prepayment to multiple open items, you must process each separately. You cannot allocate a prepayment to multiple open items at the same time.

Currency (field CUR)

This field displays the prepayment currency and cannot be modified.

The open item currency (order or invoice) selected for the prepayment allocation must be the same currency as the prepayment.

Paid (field AMTCUR)

This field displays any prepayment amounts for the selected open item.

Amount to allocate (field AMTIPT)

Enter the amount to post to the order or the invoice. By default, this field displays the full amount to be allocated. You can change the amount and allocate to more than one order or invoice. In that case, you must allocate to each open item separately.

Site (field FCYLIN)

This field displays information related to the prepayment and cannot be modified.

Payment (field REF)

Type (field TYP)

Entry number (field NUM)

Tax (field VAT)

Reports

By default, the following reports are associated with this function :

UNALLOCCASH2 : Prepayments to allocate

UNALLOCCASH1 : List of prepymts to allocate

This can be changed using a different setup.

Menu Bar

Assignment

Use this button to automatically assign invoices to payments. By default, the older invoices are allocated to the payments preloaded in the grid.

This automatic allocation includes several steps:

Grouping prepayment open items not yet allocated
Sorting prepayment open items by currency then by amount (from the highest to the lowest)
Reviewing all the prepayment open items to post an invoice open item
Displaying invoice open item from the oldest to the most recent

Limits

Prepayment open items linked to a sales order

When creating a prepayment open item linked to a sales order where the Exempted tax field is set to Yes, the following apply:

There is no VAT calculation in the sales document, although a tax rate is set in the tax code grid in the Tax rates function (GESTVT).
When such a prepayment is paid and posted, the VAT is calculated according to the tax rate in the tax code grid.

Error messages

Generic messages

In addition to the generic error messages, the following messages can appear during the entry :

Open item being matched

You cannot allocate a prepayment to an open item currently being matched. This is typically caused by one of the following situations:

An allocation of two or more prepayments to the same invoice at a time. In this case you need to process each prepayment allocation in a separate step, (i.e., assign and validate first allocation, then repeat subsequently).
A pending matching is in progress in another function.
A matching is waiting to be processed by the accounting batch server.

Tables used