Viewing the Transactions Extracted for Allocation

The transactions that are extracted for allocation are displayed in a grid on the Search Results - Account Allocation form.

The transactions can be extracted for allocation and displayed on this form in two ways:

  • by selecting Account Allocations (ACA) from SunSystems and selecting the transactions using the Selection Criteria for Account Allocation form
  • by selecting the transactions from a control desk.

The transactions appear in a default sort sequence which you can alter, if required. See 'Sorting the Transactions for Allocation'.

The top of this form displays the overall allocation totals. As you allocate transactions, the transaction amounts are added into the debit or credit total. These can be displayed in each of the transaction currency values. See 'Displaying the Allocation Totals by Currency'.

The form displays all of the details available on a transaction, and some of the account details. Because there is such a large amount of information, it is displayed on separate tabs on the dialog: Allocation Details, Account Details, Analysis Details, Extracted Totals and Summary.

Note: There are several different versions of the Account Allocations form available which have been tailored to particular functions. Some of these forms only display a selection of the transaction details available to restrict the information you can view or amend and may not include these tabs. See 'Understanding the Account Allocation Forms for further information'.

Allocation Details

The Allocation Details tab displays the transaction details for each transaction extracted for allocation. The transaction details displayed will depend on the version of the Account Allocations form you are using. For example, if you are using a tailored matching form it may only display the payment terms because these are the only fields you are able to change.

The details you can amend are displayed on a white background. See 'What Transaction Details can be Amended Using Account Allocation' for information on the transaction details you can change.

If provisional and permanent postings are being displayed, the posting status of each transaction appears in Transaction Status.

Account Details

The Account Details tab displays selected information for the account, such as the account balance, and for the payment terms associated with the account. You cannot amend any of this information. It displays the discount settlement terms and discount percentages, if they have been set in the payment terms. See 'Setting Up Payment Terms'.

Analysis Details

The Analysis Details tab identifies the ten analysis dimensions assigned to the account selected for matching.

Note: These are the analysis codes assigned to the ledger account rather than any assigned to the customer or supplier record.

Extracted Totals

The Extracted Totals tab displays the totals of the transactions selected for allocation, by currency. In a single currency environment, this is simply the total of all of the transactions in the base currency.

In a multi-currency environment, these default to the totals of the transaction currency values (Value 2), by currency. For each transaction currency, it displays the totals of the debit and credit transactions entered in this transaction currency. It also displays the base currency equivalents, the second base / reporting currency equivalents, and the fourth currency equivalents.

If a fourth currency is being used as a variable transaction currency, you can display the totals for each 4th currency by clicking List by 4th Currency.

You can redisplay the transaction currency totals by clicking List by Trans Currency.

Summary

The Summary tab displays current year and previous year summary details for those transactions extracted for allocation. It calculates and displays the total debits and credits by accounting period, for the current and previous years. It also displays the total debit and credit postings for the current year, the current balance for the account, and the opening account balance for each year.

These are totals for all of the extracted transactions, regardless of whether or not they are selected for matching.