Preset Allocations: Use an Allocation

This is a part of the Preset Allocations feature.

Once Preset Allocations are created and marked as Active, they can be used on 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 Journal Entry records.

Prerequisites

Once preset allocations are created, they need to be enabled for AP invoices, journal entries, or both so that they can be used directly from their transaction forms.

1. Navigate to the Preset Allocations page.

2. In the top right corner of the page, select Settings ().

3. In the resulting sidesheet, select the checkbox for the desired transaction type.
   Preset allocations are enabled.

AP Invoices

1. To access all preset allocations on an AP invoice, open the AP Invoice record.

2. Locate the Use Preset Allocations toggle under the Details tab.

3. Select the toggle or press CTRL + SHIFT+ L on the keyboard to set the toggle to on.
   The original selectors and fields adjust to display the Preset Allocations selector and the Amount field only.

4. Select one or more preset allocations to apply to the invoice.

5. Save and/or Approve the invoice.
   Once saved, the Use Preset Allocations toggle reverts to off.

1. Select Preset Allocations - Used to select a preset allocation. Options available are based on the locations to which the user has been granted access.

2. Amount - Amount of the AP invoice that should be spread to the GL accounts included on the preset allocation.

3. Add - Adds the details of the row to the Details tab. When selected, the Amount Percentage of each selected GL account is applied to the value entered in the Amount field, and the allocated amount is shown in the table.

4. Clear - Clears all entries in the row.

Journal Entries

1. To access all preset allocations on a journal entry, open the Journal Entry record.

2. Locate the Use Preset Allocations toggle under the Details tab.

3. Select the toggle or press CTRL + SHIFT+ L on the keyboard to set the toggle to on.
   The original selectors and fields adjust to display the Preset Allocations selector and the Debit and Credit fields only.

4. Select one or more preset allocations to apply to the journal entry.

5. Once the correct account details are entered, Save and/or Approve the journal entry.
   Once saved, the Use Preset Allocations toggle reverts to off.

1. Select Preset Allocations - Used to select a preset allocation. Options available are based on the locations to which the user has been granted access.

2. Debit - Amount debited to the GL account.

3. Credit - Amount credited to the GL account.

4. Add - Adds the details of the row to the Details tab. When selected, the Amount Percentage of each selected GL account is applied to the value entered in either the Debit or Credit fields, and the allocated amount is shown in the table.

5. Clear - Clears all entries in the row.