Purchase Ledger Help
Use the Rectify Allocation command to select and deallocate a previously posted allocation for the current supplier. That is, to correct an allocation that was posted in error. Also see the Rectify Allocation Help topic for more information about this command.
The Rectify Allocation command is in the form of a wizard which takes you through each stage of the process. This assists you in selecting the required allocation, selecting any associated transactions, selecting the error correction process to be executed, and actually executing the process.
Open the Purchase
folder and then click Processing
or click the Financials tab
and then click Purchase
- Processing
on the 
Ribbon Bar.
Navigate to the relevant supplier. Then click Rectify Allocation on the Action menu. Follow the on-screen instructions to carry out this process. All the necessary instructions and explanations regarding the different steps in this process are provided on-screen.
Once a transaction (and its related transactions) are selected, you cannot select another transaction. For example, if you select invoice 'inv98723' which has been allocated to payment '67345', this payment will also be selected. No further transactions can then be selected.
At
the stage where you are asked to select the required allocated transaction,
you can use Ctrl+F to use the
Find function. This enables you to search on
any of the grid columns, for example, to quickly find specific invoice
numbers or cheque numbers.
Upon completion of the Rectify Allocation command, the Publisher form is displayed which enables you to produce an audit trail report. If you have selected to do a deallocation only, that is, you did not select the Remove Allocated Transactions check box, then the report contains only information pertaining to the deallocation; however, if you selected to post a deallocation and to remove the associated transactions, that is, you did select the Remove Allocated Transactions check box, then the report will contain information pertaining to both the deallocation and to the removed transactions.
The audit trail report also states whether or not you selected the Remove Allocated Transactions check box.
Once the wizard has finished, the following takes place:
If a deallocation only was performed, that is, you did not select the Remove Allocated Transactions check box, and you have permission to access the Allocations form, then a dialog is displayed to enable you to reallocate the transactions.
If a deallocation and a removal
of associated transactions was done, that is, you did select the Remove Allocated Transactions check
box, the wizard closes after the Finish
button is selected.
These updates are then completed:
The associated transaction is removed from the Purchase Ledger. If you select an allocation which contains multiple payments, all of the payments are removed. You will then have to post all of the payments to the supplier account again. Example ...
If the Purchase Ledger is linked to the Nominal Ledger, a reversing journal is posted. The journal's posting date is either the Opera system date or the date entered in the NL Posting Date box (if Open Period Accounting is used).
If the Cashbook is used, a refund is posted. If the original payment is still in the Cashbook the same bank account will be updated. If the original payment cannot be found in the Cashbook the supplier's default bank account or the bank account on the Purchase Ledger - Utilities - Set Option form will be used.