Allocating Transactions

1. Allocation Rules

Navigation: Community Level > Finances > General > Cashbook

Instead of manually allocating every single transaction, create allocation rules and run these rules to allocate cashbook transactions. To create a rule, click on any description of any transaction.

The following screen will pop up

• Description: The description of the transaction will need to start with a certain word or phrase and/or contain a certain word or phrase for the rule to allocate the transaction to a certain ledger account - this phrase/word is the criteria that needs to be met so that this rule can apply:

• Account: Choose the ledger that this transaction should be posted to

• Apply to amounts/Apply to Bank accounts: Choose to which Amounts and Bank Accounts this rule applies

As soon as the rule is added it will appear in grey under the transaction description. This does not mean that the transaction has been allocated. This is to indicate where the transaction will be allocated once the rules have run.

1.1 Run allocation rules

Navigation: Community Level > Finances > General > Cashbook > Cashbook Options > Run Rules

2 Manual Allocation

Navigation: Community Level > Finances > General > Cashbook

To manually allocate a transaction, click on (Allocate)

Choose between General/Customer/Supplier/Reserve Fund Ledger and then select the specific ledger it relates to.

From the same screen, use the search bar at the bottom to find the correct customer if applicable. This will display the customer's balance as well.

Click on submit allocation when done with allocating the transaction.

3 Split Allocations

3.1 Manual Split Allocation

To split a transaction click on the three grey lines on the right-hand side of the page (i.e. menu options).

The following screen will pop up

Select the Ledger Type and the relevant ledger account. Add a remark, if applicable, and enter the amount. If the transaction requires more than a two-way split, click on Add Additional Split. 

3.2 Bulk Split Allocation

In the case of a large split transaction that occurs every month/regularly, it is recommended to use a bulk split file.  Click on the three grey lines on the right-hand side of the page and select Split. 

Download the template file, detail the split transition in Excel and re-upload it to the system.

The template file has the same fields as a journal batch file.

• Column A will either be General, Customer, Supplier, or Reserve.
• Column B will be the account number (GL code/ Customer code/ Supplier code)
• Column C is the Remarks field
• Column D is the Amounts field.
• Column E will show the balance.

To save a split for future use, tick the save Split Template option upon upload, before submitting. To apply a saved split. 

In future select the name of the split saved previously from the dropdown list. The system will automatically populate the fields as applied before.