This function is part of the prepayments cycle. In prepayment entry (see Payments entry documentation), it cannot be allocated to an order. In this case, the prepayment open item paid remains to be allocated. The allocation leads to the total or partial deduction of the prepayment on the selected invoice(s).

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

Prerequisite

SEEREFERTTO Refer to documentation Implementation

Screen management

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).

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.

Specific Buttons

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

Error 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

SEEREFERTTO Refer to documentation Implementation