This guide describes how to allocate a sales invoice and its rows. The guide covers both invoice-level and invoice row-level allocation and introduces the possibility of using mass allocation. You will also learn how to edit and delete allocations.

You can allocate a sales invoice both at the invoice and invoice row level. Before making the allocation, define the Sales Invoice Allocation Account in the Financial Management > Accounting Settings > Accounts Used in Default Postings view. Allocate the sales invoice after the invoice has been sent and it has a voucher.

You can open the sales invoice allocation by selecting Sales > Sales Invoices > select the sales invoice.

Invoice-level allocation can be done from two different places:

  1. Select the Set Allocation Rule button at the top of the sales invoice.
  2. Select Sales Invoice Actions > Set Allocation Rule.

Row-level allocation can be done when you want to allocate only certain invoice rows.

  1. Select the invoice rows to be allocated.
  2. From the Do for Selected menu, select “Allocate Rows”.

Allocating multiple invoices can be done in the Open Sales Invoices view or the Sales Invoice List.

You can open mass allocation by selecting Sales > Sales Invoices > Open Sales Invoices or Sales > Sales Invoices > Sales Invoice List.

  1. In the view, select the desired invoices.
  2. From the Invoice Actions menu, select Allocate Invoices.

Mass allocation overrides or removes previously set allocation rules for individual invoices if you select these invoices to be included in the mass allocation.

In the Sales Invoice Allocation view, the allocation settings are shown.

  1. Select the allocation curve.
  2. Select the start date of the allocation.
  3. Select the end date of the allocation.
  4. Select Save and Create Allocation Vouchers.

Once the allocation is done, the allocation range is visible at the top of the invoice. Through this section, you can view the allocation vouchers. Row-level allocation is visible on the invoice rows in the Allocation column.

Invoice-level allocation can be edited from Sales Invoice Actions > Edit Allocation Rule. Row-level allocation can be edited by clicking "Allocation" on the invoice row.

  1. Open invoice-level allocation by selecting Sales Invoice Actions > Edit Allocation Rule or open row-level allocation by clicking "Allocation" on the invoice row.
  2. Make the necessary changes to the allocation.
  3. Select Save and Update Allocation Vouchers.
  4. If needed, remove the allocation by selecting Remove Allocation in the same view.

Removing the allocation voids the allocation vouchers.

The "Sales Invoice Allocation Failed" notice visible in the Exceptions and Notices widget on the homepage is shown when the allocation has failed. The notice can be acknowledged in the future by editing the erroneous allocation rule of the invoice.

The balance sheet account is automatically defined for the allocation vouchers in the Accounts Used in Default Postings view. The entries of the allocation vouchers are posted to this account. The Account Balances report includes these accounts.

Tracking items automatically appear on the allocation vouchers in the form “Customer, Invoice Number, Allocation Period”.

Frequently asked questions

Question: When can I allocate a sales invoice?
Answer: You can allocate a sales invoice after the invoice has been sent and it has a voucher.

Question: Where do I define the Sales Invoice Allocation Account?
Answer: Define the Sales Invoice Allocation Account in Financial Management > Accounting Settings > Accounts Used in Default Postings.

Question: How do I allocate multiple sales invoices at once?
Answer: Open the Open Sales Invoices view or the Sales Invoice List, select the desired invoices and choose Allocate Invoices from the Invoice Actions menu.

Question: What does mass allocation do to previously set allocation rules?
Answer: Mass allocation overrides or removes previously set allocation rules for individual invoices if you select these invoices to be included in the mass allocation.

Question: How do I edit or delete the allocation of a sales invoice?
Answer: Edit invoice-level allocation by selecting Sales Invoice Actions > Edit Allocation Rule or edit row-level allocation by clicking "Allocation" on the invoice row. Save the changes by selecting Save and Update Allocation Vouchers. Delete the allocation by selecting Remove Allocation, which voids the allocation vouchers.

Question: How do I acknowledge the "Sales Invoice Allocation Failed" notice?
Answer: Acknowledge the notice by editing the erroneous allocation rule of the invoice.

Question: To which account are the allocation vouchers posted?
Answer: The allocation vouchers are automatically posted to the balance sheet account defined in the Accounts Used in Default Postings view, and the Account Balances report includes these accounts.

Keywords: sales invoice, allocation, row-level allocation, mass allocation, allocation account

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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