Booking invoice allocations

Select Purchasing > Invoice Allocations.

Select the invoice number for which to book an allocation. The system populates the Invoice Allocation Details.

The system automatically populates Total Unallocated Amount and Qty. to Allocate. The system calculates the Total Unallocated Amount based on the following formula:

Total Unallocated Amount = Unallocated Qty. x Unallocated Unit Cost

Specify this information:

Qty. to Allocate: Update the quantity to allocate if necessary.
Note: If the Qty. to Allocate specified is greater than 0 but less than or equal to the Unallocated Qty., then the system will recalculate the Unallocated Qty. as the difference between the existing Unallocated Qty. and the Qty. to Allocate.
If you specify a negative number for the Qty. to Allocate, then the system will create a correction transaction of type INVA and adds the absolute value of the negative value to Unallocated Qty. for the correction. For example, if you specify -2 as the Qty. to Allocate, then the system will add 2 to the Unallocated Qty.

The INVADAYS installation parameter determines the number of days that invoice allocations can be booked for a completed work order. The system does not display work orders for which the completion date exceeds the number of days specified by the setting of the INVADAYS installation parameter.
Work Order-Activity: Specify the work order and activity for which to book the invoice allocation.
Note: If you select a work order with a system work order type of IS, or Direct issue, then the system clears and protects Activity. No Activity is required for the work order type IS.
If you manually specify a Work Order of a type other than IS, the system will automatically populate the Activity from the work order if there is only one activity on the work order.

The system enables you to search for all transactions associated with a multiple equipment work order by defining a Quick Filter on the Work Order lookup using Parent Work Order as part of the filter criteria.

Click Submit. The system creates an invoice allocation transaction against the work order.

Note: Upon saving the invoice allocation, the system deactivates the invoice allocation if the Unallocated Qty. is zero as a result of the allocation.

To activate an inactive invoice line, select the invoice line to activate, and then click Activate Line. The system activates the line and selects Active.

To inactivate an invoice line, select the invoice line to inactivate, and then click Inactivate Line. The system inactivates the line and unselects Active. The system also clears and protects the Qty. to Allocate, Work Order, and Activity for the selected invoice line.