Using the Selection Criteria for Account Allocation Form

The Selection Criteria for Account Allocation form is displayed when you select an Account Allocation form. It is used to select the account transactions you wish to allocate.

The transaction selection criteria is defined on the following tabs on the dialog:

  • a General tab which allows you to select transactions based on selected non financial transaction details, for example accounting period, transaction date, journal type, journal source, or journal number.
  • an Amount Range tab which allows you to select transactions based on the financial transaction value details, for example value type, currency code, transaction value and debit/credit indicator.
  • a Transaction Analysis tab which allows you to select transactions according to the transaction analysis codes.
  • a Currency Codes tab which allows you to select transactions for selected transaction currency (value 2) and/or value 4 currencies.

A transaction must meet all of the selection criteria to be presented for allocation.

See 'Extracting the Transactions for Allocation' for detailed instructions on how to use this form.

  1. Specify this information on the Selection Criteria for Account Allocation form, within Account Allocations (ACA), to select the transactions for allocation:
    Account Code
    The account code for which transactions are to be selected for allocation.
    Accounting Period/To/All
    The range of accounting periods for which transactions are selected for allocation. If you want to allocate transactions for all periods, select All. Otherwise, specify the range of accounting periods you require. You can reduce the number of transactions selected for matching by only selecting those with values within a selected range, for a particular transaction currency value.
    Transaction Date/To/All
    The range of transaction dates for which transactions are selected for allocation. If you want to allocate transactions for all dates, select All. Otherwise, specify the range of accounting dates you require.
    Journal Type/To/All
    The range of journal types for which transactions are selected for allocation. If you want to allocate transactions for all journal types, select All. Otherwise, specify the type of journals you require.
    Journal Source/To/All
    The range of journal source codes for which transactions are selected for allocation. If you want to allocate transactions for all journal sources, select All. Otherwise, specify the range of journal sources you require.
    Journal Number/To/All
    The range of journal numbers for which transactions are selected for allocation. If you want to allocate transactions for all journal numbers, select All. Otherwise, specify the range of journal numbers you require.
    Transaction Reference/To/All
    The range of transaction reference numbers for which transactions are selected for allocation. If you want to allocate transactions for all transaction references, select All. Otherwise, specify the range of transaction references you require.
    Link Reference 1
    The range of Link Reference 1 numbers for which transactions are selected for allocation. If you want to allocate transactions for all Link 1 references, select All. Otherwise, specify the range of transaction references you require. If Financials is being used as a broker ledger, this may be used as the Billing Link.
    Link Reference 3
    The range of Link Reference 3 numbers for which transactions are selected for allocation. If you want to allocate transactions for all Link 3 references, select All. Otherwise, specify the range of transaction references you require. If Financials is being used as a broker ledger, this may be used as the Accounting Link.
    Second Reference
    The range of Second Reference numbers for which transactions are selected for allocation. If you want to allocate transactions for all Second References, select All. Otherwise, specify the range of Second References you require.
    Allocation Reference
    The range of Allocation Reference numbers for which transactions are selected for allocation. If you want to allocate transactions for all Allocation References, select All. Otherwise, specify the range of Allocation References you require.
    Entry Date/To/All
    The range of entry dates for which transactions are selected for allocation. If you want to allocate transactions for all dates, select All. Otherwise, specify the range of the dates you require.
    Due Date
    The range of Due Dates for which transactions are selected for allocation. If you want to allocate transactions for all dates, select All. Otherwise, specify the range of dates you require.
    Allocation Marker
    The allocation marker for which transactions are selected for allocation. This defaults to Unallocated Only but you can select a particular allocation marker, for example, Paid Only or Forced Only.

    This is useful if you are using Account Allocations (ACA) to adjust the allocation marker on selected transactions. For example, you may want to reset the Withhold marker to release transactions for payment.

    The following options are available:

    • Unallocated Only
    • Include All Transactions
    • Allocated Only
    • Corrections Only
    • Paid Only
    • Reconciled Only
    • 0 Marker - 9 Marker
    • Blank Allocation Marker
    • Forced Only
    • Withheld Only
    • Paid Unmatched
    Note:  Transactions marked as F-Force, W-Withheld, B-Brought Forward and 0-9-Numeric Allocation Marker are treated as unallocated. Therefore selecting the option Unallocated Only will extract all transactions with these allocation markers.
    Include Revaluations
    This determines whether revaluation transactions are selected for allocation. Revaluation transactions are generated by Ledger Revaluation (LER) to record unrealized exchange gains and losses.
    Select Transactions
    This determines the type of transactions selected for the report if provisional transactions are allowed. The following options are available:
    • Include All - include all transactions, both provisional and permanent.
    • Exclude Provisional - only include permanent postings.
    • Provisional Only - only include provisional postings.
  2. Specify this information:
    Currency Identifier
    The type of currency value to be used as the basis for selecting the transactions in the Value field below. You can choose Base currency (Value 1), Transaction currency (Value 2), Second Base or Reporting currency (Value 3), Memorandum Value or Currency Value 4. For example, select Transaction Value to select transactions with the transaction currency values in the selected range.
    Value/To/All
    The range of transaction values to be selected for allocation. Only transactions with a value for the chosen currency within this range are selected. Select All to include all values. The Currency Identifier determines the currency value that is checked.
    Credit/Debit Indicator
    You can select transactions by either debit or credit indicator. Leave this blank to select debit and credit transactions.
    Dimensions
    The analysis dimensions that have been assigned to ledger transactions are listed and you can use any of these to select transactions for allocation.
    Analysis Codes
    The range of analysis codes, for the appropriate analysis dimension, to be used to select the transactions.
  3. In a multi-currency environment, transactions may have been posted to an account in different transaction currencies. If this is the case, it may be easier to match these transactions if you only select transactions entered in a particular currency.
    Currency Code/To/All
    A valid currency code, or range of codes, for which you want to select transactions for allocation. This range of currency codes applies to the transaction currency value (value 2). To select transactions with any value 2 currency, select All.
    4th Currency Code/To/All
    A valid 4th currency code, or range of codes, for which you want to select transactions for allocation. To select transactions in any value 4 currency, select All. This option only applies if the 4th currency is enabled for the business unit as a variable, transaction currency. If you select a 4th currency code range and a currency code range in the previous field, transactions are only selected if they meet both of these criteria. For example, you might only wish to select transactions with a Transaction currency of USD and a 4th Currency code of EUR.
  4. Save your changes.