The Allocation Wizard is available through the Modify Wizard and allows a user to create payment allocations to multiple general ledger and/or vendor accounts . 

 

Figure 34: Allocate Wizard

 

Fields and functions of the Modify Wizard are described in the table below.

 

Modify Wizard Field	Description
Description	Displays the text description of the payment being allocated.
Amount Remaining	Displays the total amount of the payment item.
Branch	Select the branch of the agent to be associated to a new allocation record for a payment.
Division	Select the division to be associated to a new allocation record for a payment.
Main Account	Select a general ledger account for a new payment allocation.
Vendor	Select a vendor account for a new payment allocation.  The Find Vendor () function and/or By ID option can be used in conjunction with the vendor selection.
1099	Allows the user to mark the new allocation record as reportable as a 1099 transaction.
Description	Update the description to be associated with a new allocation record.
Amount	Enter the dollar amount to be allocated for the new record.
Contest Charge or Van Line Refund	This option allows for the creating of accounting documents for the entire payment or refund depending on whether the payable is for a positive or negative amount. Van Line Refund will be required for a payable with a positive dollar amount. Neither option is available for claim-related items.
Add/Save	The option to add an allocation record will be initially available allowing a user to define a new record based on the data present in the upper portion of the wizard.  The Add button will switch to a Save button when a user is actively editing an existing allocation record.  When pressed, the Save will update the record with changes made to the data in the upper portion of the wizard.
Edit	Allows a user to edit the selected allocation record.  When in edit mode, the data of the selected record will be set into corresponding fields within the upper portion of the wizard and the Add button will be replaced with a Save button.
Delete	Allows a user to permanently remove a payment allocation.
Done	Closes the wizard.
Original Amount	Displays the dollar amount associated to the payment item being allocated.
Total Amount Split	Displays the dollar amount of all allocations records created for the payment and displayed in within the Allocate Wizard data grid.

 

 

Described below is a general procedure on using the Allocate Wizard.

 

Creating payment allocations

1.   From the Modify Wizard,

2.   Press the Allocate button and the Allocate Wizard will open for the selected payment,

Figure 35: Modify Wizard > Allocate button

3.   Select a Branch that the allocation will be applied to,

4.   Select a Division, if needed,

5.   Select a Main Account as the General ledger that this allocation will be posted to, or

6.   Select a Vendor to post the payment against.  Use the Find Vendor feature to search by Vendor Name or ID use the By ID option to switch the Vendor field from displaying vendor names to vendor identification numbers,

7.   Mark the payment as 1099 reportable, if necessary,

8.   Update the Description for the payment allocation record, if needed,

9.   Enter an Amount for the allocation.  The dollar amount entered here will be reflected in the Amount Remaining and Total Amount Split fields.  Note:  The Amount will automatically be adjusted to reflect the amount remaining to be allocated.

Important:  The total amount of all allocations must match the amount of the payment.  An error will appear when the split total (total of allocations) does not match the original payment amount.

10.  If the payment item will require associated documents for follow-up entries, then click the Contest Charge (negative payment amount) or Van Line Refund (required for positive payment amount).  The necessary document will be created for manual entry in Microsoft Dynamics GP.  When the payment is a positive amount the Van Line Refund option automatically set,

Note: Selecting Contest Entire Charge or Van Line Refund option will remove the Main Account or Vendor setting.

11.  Press the Add button to create an allocation sub-record in the Allocate Wizard data grid,

12.  Press Edit to modify an existing allocation sub-record or press Delete to remove the sub-record.  When in Edit mode, the data for the sub-record being edited will be filled into the labeled fields and the Add button will converted into a Save button; pressing Save will close the sub-record,

Figure 36: Edit mode Save button

13.  Repeat Steps 3 through 12 to create allocation sub-records until the Amount Remaining is $0.00.

14.  Press Done to close the Allocate Wizard dialog.  If allocation sub-records have been created and the Amount Remaining is not equal to $0.00, then an error will be generated.  A user will need to either remove the allocation(s) or make modification to get the Amount Remaining to a zero balance.

When a payment has been allocated, the Modify Wizard will remove the Main Account or Vendor settings, since the allocation has replaced these settings.  The allocations can be changed up until the time that the payment has been posted.