Allocating Transactions

There are three methods of allocation available for allocation cashbook transactions: allocation rules, manual allocation, and split allocations.

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 to complete.

• Description: Specify the criteria that the transaction description must meet for the allocation rule to apply. The description can be set to start with and/or contain a specific word or phrase. When these criteria are met, the transaction will automatically be allocated to the selected ledger account.

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

• Apply to amounts/Apply to Bank accounts: Select the transaction amounts and bank accounts to which this allocation rule should apply.

As soon as the rule is added it will appear in grey under the transaction description.

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 to complete.

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.

Complete the template as follow:

• Column A: Enter the account type (General, Customer, Supplier, or Reserve).
• Column B: Enter the relevant account number, such as the General ledger, Customer, or Supplier code.
• Column C: Enter any remarks or a description for the transaction.
• Column D: Enter the transaction amount.
• Column E: Displays the remaining balance after the allocation..

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

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