Allocating Documents

The nominals and ledgers used in this topic may be different to those in your chart of accounts.

Allocations can be performed to match a group of postings together that relate to one another. This can be very useful in keeping track of exactly which postings belong with which, for example a suppliers invoice may be allocated to the corresponding cheque document.

Allocations are performed at nominal and account level, meaning if you have two entries that you wish to allocate.

The nominal and account must be the same.

There are two main ways to allocate documents:

  1. Allocate on an Account

  2. Allocate when Posting a Document

  1. In IRIS Financials, select Masters > Accounts and select the relevant Ledger. Select the applicable Account and click the Details tab.

  2. Select the Details tab, then right-click on the transaction preview window.
  3. Select Account Enquiry.

  4. Right-click in the grey box against one of the lines you wish to allocate and select AllocateItems. The line will turn green.
  5. Left-click in the grey boxes against the lines you wish to include in the allocation. Each line will turn green and move to the top of the page. Click Confirm at the top of the window as shown in the following graphic:

When posting a document which contains an account, you can allocate when the document is posted.

To do this:

  1. Press and hold Shift + F5, when posting a document, or go to Post(UDI) at the top of the screen and select Post & Allocate.
  2. This will highlight the posting document green and you can select the other documents you wish to allocate with the posting document by clicking in the grey boxes to turn them green and press Confirm:

A line is shown to be allocated where it has a P in the Status field on any line.

To unallocate a line:

  1. Right-click in the grey box and select ShowAllocation.

  2. Then right-click on either of the grey boxes against the yellow lines and select Undo Allocation.