--- title: "Use a Preset Allocation" slug: "preset-allocations-use-an-allocation" description: "Apply a Preset Allocation from AP Invoice or journal entry lines to distribute an entered amount to predefined GL accounts by percentage." updated: 2025-12-17T23:13:09Z published: 2025-12-17T23:13:09Z canonical: "docs.restaurant365.com/preset-allocations-use-an-allocation" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Use a Preset Allocation [Preset allocations](/doc/docs/preset-allocations-overview-security) distribute a single transaction amount across multiple general ledger (GL) accounts based on predefined percentages. Use this option to reduce manual entry and keep allocations consistent. When enabled, preset allocations can be used on: - [AP Invoices](/doc/docs/ap-invoice-record) - [Journal Entries](/doc/docs/journal-entry-record) --- ## Security Users must have the following permission to use a preset allocation: - General Ledger → Allocations → Preset Allocation → View Preset Allocations --- ## Prerequisites Before using a preset allocation, complete the following: - [Create one or more preset allocations.](/doc/docs/preset-allocations-create-and-edit-an-allocation) - [Mark the preset allocation(s) as active.](/doc/docs/preset-allocations-mark-as-inactive) - [Enable preset allocations](/doc/docs/enable-preset-allocations) for AP Invoices, journal entries, or both. --- ## Use a Preset Allocation on AP Invoices To use a preset allocation on an AP invoice, follow these steps: *Click steps to expand for additional information and images.* ****1)** Open the desired [AP invoice record](/doc/docs/ap-invoice-record).** Create a new invoice from the **create menu**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TXLJXYK2.png) > If entering a new invoice, ensure all required fields are complete in the header before proceeding. > > ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZF5RFU5F.png) > > Learn more about the fields on the [AP Invoice record](/doc/docs/ap-invoice-record). Select an existing invoice from the [**AP Transactions page**](/doc/docs/ap-transactions). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-496Q83KC.png) ****2)** Toggle **Use Preset Allocations** on.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-NNUR69SC.png) The Details section updates to display preset allocation fields only. ****3)** Select a **preset allocation** to apply to the invoice.** Only active Preset Allocations are available in the dropdown. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-JLRAFVTH.png) ****4)** Enter the **Amount** to allocate.** The amount entered will be allocated according to the percentages defined in the [preset allocation](/doc/docs/preset-allocations-1). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-W4BI4MFI.png) ****5)** Select **Add.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HSW019OO.png) The details will be filled based on the settings of the selected [Preset Allocation](/doc/docs/preset-allocations-overview-security). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LA19ALNK.png) ****6) Save** or **Approve** the invoice.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GWUVP7PM.png) --- ## Use a Preset Allocation on Journal Entries To use a preset allocation on a journal entry, follow these steps: *Click steps to expand for additional information and images.* ****1)** Open the desired [journal entry record](/doc/docs/journal-entry-record).** Create a new journal entry from the **create menu**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FTGNER8O.png) > If entering a new journal entry, ensure all required fields are complete in the header before proceeding. > > ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LEPQO8U7.png) > > Learn more about the fields on the [journal entry record](/doc/docs/journal-entry-record). Select an existing journal entry from the **Journal Entries page**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WOVEOWXF.png) ****2)** Toggle **Use Preset Allocations** on.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-58CI2Y9G.png) ****3)** Select a **preset allocation** to apply to the journal entry.** Only active Preset Allocations are available in the dropdown. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-M4GPFH64.png) ****4** Enter the **debit or credit amount**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3LWSNHDR.png) ****5)** Click outside of the text box to refresh the details.** The details will be populated based on the percentages defined in the selected Preset Allocation. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZJRWFYUF.png) ****6)** Turn **Use Preset Allocations** **off** to enter a GL account.** The toggle is blue ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HGBOHX6B.png)when Use Preset Allocations is on and gray![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-JQQVSJDU.png) when it is turned off. Skip this step if the offsetting details will be entered with a preset allocation. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OD3IHQXS.png) ****7)** Select the **GL account** for the offsetting detail line.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PFJRPCOH.png) ****8) Save** or **approve** the journal entry.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XDNNPZUF.png)