Accounts Receivable Cash Allocation MBLA

Overview Standard Cash Allocation Transferring Cash Cross Paying Cash Disputing a Transaction Cash De-allocation

Overview

The cash allocation screen lets you

Manually apply cash to a transaction list, such as invoices.
Apply a cash amount to the customer's account, a specific transaction or enter the cash as unapplied.
Apply cash to more than one invoice.

The Cash Allocation screen MBLA handles the following three functions:

Allocation
De-allocation
Disputes

Cash allocation also lets you transfer cash from one account to another. For example, if a customer sends one cheque to pay for several different customer accounts, you can apply part of the cheque to one customer account and the remainder of the cheque to one or more other customer accounts. When transferring cash, you can apply the remaining amount to the account immediately or you can leave the amount on the current transaction listed as unapplied and apply it at a later date. See Unapplied Cash MBLG for more information.

Cross payments are another feature of cash allocation for customers that are in a head office/branch association. You can apply one cheque to multiple accounts if Centrally Billed is set to Cross Payment on the HO Associations format of the Customer Controls screen MBCD for each associated customer.

Standard Cash Allocation

To apply cash to the Base Details format of the Cash Allocation By Account Detail Header screen MBLA:

Enter the customer Ledger containing the account to which you are allocating or de-allocating cash.
Enter the Account number indicating the account to which you are allocating or de-allocating cash. You cannot amend this field if you use the Unallocated Cash screen MBLG to access this screen.
Enter the value of the allocated Cash in the currency indicated in Currency Code. If blank, a value must be entered in Cash Value unless processing base currency. If both fields are entered, they must reflect the exchange rate indicated in Rate Type.
Enter a Currency Code for a multi-currency customer. If the customer is a single-currency customer, this field defaults to the currency code for the account. If the EMU Flag is checked on the Company screen MAAF, then the EMU indicator is also displayed with the possible values of Non-participating, Euro and Participating.

Click the Go List button to access the Cash Allocation By List screen MBLA.

Enter the following fields:

Enter P in the Fn or Function field to apply cash to a specific invoice on the Cash Allocation By List screen MBLA. You can also enter any of the following functions to settle transactions:
- P. Pay
- C. Pay with claimed discount
- O. Override any discount calculations and pay with claimed discount. (For example, if the customer's payment is late but assumes the discount for on time payment, you can override the system and pay with the on time discount.)
- D. Dispute a transaction
- R. Release a transaction from dispute
Enter the value to be allocated (if not the full transaction value)

You can also enter a transaction subtype to apply adjustments to the transaction. If you insert a new line, you must enter a subtype for an adjustment, journal or debit note.

Transferring Cash

To transfer cash from one account to another, apply cash as described for Standard Cash Allocation, then:

Click Go | Transfer from the pull-down menu
Click the Update button and enter the Ledger and Account to which you want to transfer the balance in the selection window MBLA. You can enter the entire amount or a partial amount
Click the Update button to confirm the transfer

Cross Paying Cash

To cross-pay cash to associated accounts proceed as for normal cash allocation, but using a Customer defined in an association as allowing Cross Allocation. Transactions will be listed relating to all accounts in the association to which the entered customer belongs. You can then proceed as for Standard Cash Allocation.

Disputing a Transaction

This method only allows you to dispute debit transactions at the transaction level. To dispute transactions at item level, see Partial Disputes MBJB for more information.

Proceed as for standard application, but Click Go | Dispute to dispute a transaction at the item level, then:

Enter the Base Value as the amount you want to apply either as a part payment or a part application. If you enter a new line, the value is a signed or unsigned adjustment, journal or debit note. When de-allocating values on the original credit transaction enter P in the Fn column and enter the value for reinstatement without a minus sign.
Enter a Dispute Code in the Dc column, if, when allocating an adjustment, you entered D or an adjustment subtype in the Fn column. The system displays reason codes previously specified for transactions during cash allocation, transaction disputes or query management.

Cash De-allocation

You can reverse cash transactions if you make a mistake during cash allocation. For example, if you transpose a number in the cheque amount, you can de-allocate the cheque and re-enter it as the correct amount. The same methods for cash de-allocation also apply to this screen.

The following transaction types cannot be de-allocated:

Memo transactions
Transactions that have been included on a stacked invoice

The procedure for De-allocating cash is the same as that for Standard Cash Allocation with two differences:

The amounts to be de-allocated must be entered as negative values
The route in to the screen is via the de-allocation menu option. This latter point is important as the menu entry sets a parameter for the screen which identifies that de-allocation processing is to be used.

Cash De-allocation also restricts the type of customers you can use. You cannot de-allocate for the following:

Bill receivable or bill discounting customers
Branch customers of a centrally-billed head office
Customers of a summary-billed head office

Screen Specific Actions

Action	Displays
GO DATE	Click Go \| Date to display the Cash Allocation By Invoice Date screen MBLA, for entering transaction dates or date ranges to select debit transactions for cash allocation. After entering transaction dates or ranges, access the Cash Allocation By List screen MBLA using the Go List action and the transactions that match the dates you entered will display P in the Fn column.
GO INSTALLMENTS	Click Go \| Instalments to display the Instalment Plan by List screen MBYA to create or select a payment by instalment plan for the customer. See the Payment by Instalment User Guide for details on entering an instalment plan reference.
GO LIST	Click Go \| List to display the Cash Allocation By List screen MBLA to select from either all or only the outstanding customer invoices for cash allocation depending upon how you set Basic Customer Enquiry Options on the Primary Details format of the Company Controls screen MBAC.
GO TRANSFER	Click Go \| Transfer to display a transfer confirmation window for transferring unapplied cash to another account.
CHANGE DATA	Click Change \| Data to confirm the changes in the parameters for cash allocation, deallocation and disputes.
GO ACCOUNT	Click Go \| Account to display the Cash Allocation By Account Detail screen MBLA in cash allocation processing for amending parameters. If disputing transactions, displays the Transaction Dispute Insert by Account MBLA.
GO NO LIST	Click Go \| No List to display the Cash Allocation By Account Detail screen MBLA for allocating individual transactions unrelated to the customer on the header screen.
GO INQUIRIES	Click Go \| Inquires to display the Account List screen MBZA, for selecting customer accounts in cash allocation processing.
AUTO CREATE DEBIT NOTE	Click Auto \| Create Debit Note to generate a debit note from one particular invoice by using the same invoice details used to create the original invoice. A new line appears below the original invoice for you to make amendments.
GO DISPUTE	Click Go \| Dispute to display the Transaction Dispute/Release screen MBJA for suspending or releasing the transaction value.
GO PAYMENTS	Click Go \| Payments to display the Current Details Payment screen MBPC for viewing the payment details for a particular transaction.
GO QUERY	Click Go \| Query to display the Query Management List screen MBFT for inserting or amending query transactions.
GO STATEMENT	Click Go \| Statement to display the Cash Allocation Insert by Statement Reference Number screen MBLA to select appropriate transactions to allocate or de-allocate from credit to debit transactions.
AUTO ALLOCATE	Click Auto \| Alloc to apply a page of transactions by entering P in the Fn column for all displayed transactions.
AUTO DEALLOCATE	Click Auto \| Dealloc to cancel a page of cash allocation by removing P from the Fn column all displayed transactions.
SELECTION SEARCH OR	Click Selection \| Search Or to find the most recent transactions that match any of the selection criteria entered in the provided search fields and retrieves them to the top of the displayed list of transactions.
SELECTION SEARCH AND	Click Selection \| Search And to find the most recent transactions that match all of the selection criteria entered in the provided search fields and retrieves them to the top of the displayed list of transactions.

If not described elsewhere in this topic, click in the field and press F1 to view a description. See Common Fields for more information.

Fast prompt allows you to quickly view a list of options for certain fields.

NOTE Field visibility can be defined by your System Administrator, so not all fields documented may be shown.

See Using the Command Line on opening the screen without going through the menu.