Invoice Allocation Lines Sub-Tab

This section includes the fields and descriptions for the Invoice Allocation Lines sub-tab.

Field	Description
Purchase Line Type	Use this field to indicate the type of purchase the line represents. The available values are: Fixed Asset Inventory Job Cost G/L Text Line Subcontractor Reconciliation
Account No.	If the entry is for services or items which you are posting to profit and loss, you enter the number of a G/L account to which the purchase will be debited. Maconomy checks that the account is a Manual account and that it is not blocked. If you specify both an account number and a job number on the line, the dimension derivation process will include derivation of dimensions from the specified job, but the amount will be allocated to the account, meaning that no entries will be created in the Job Cost module. Even if both a job and an account have been specified, the tax code is derived from the account.
Job No.	If the amount on the line should be allocated to a job, enter a number in this field and leave the field “Account No.” blank. If you specify both a value in the field “Account No.” and a job number, the dimension derivation process will include derivation of dimensions from the specified job, but the amount will be allocated to the account, meaning that no entries will be created in the Job Cost module. Even if both a job and an account have been specified, the tax code is derived from the account. In the following, it is assumed that you specify a job and leave the field “Account No.” blank. If you capitalize at cost price, the amount is debited the job’s WIP account. If you are posting to profit and loss, the amount is debited the P & L account assigned to the activity in the field “Act. No.” on the line. If you enter a job number, and leave the field “Account No.” blank, you must also specify an activity number in the field “Act. No.” If employee control has been selected for the current job, you can only enter registrations for employees who appear in the latest revision of the planning budget of the current job. For more information about controlling employee registrations, please see the description of the window Jobs.
Act. No.	In this field, you enter the number of the activity in the Job Cost module on which the entry should be registered. Maconomy checks that the activity is an existing amount activity and that it is not blocked. If you have entered a job number on the same line, you must enter an activity number here, and you cannot enter an account number in the field “Account No.”
Empl. No.	If the reallocation line concerns a job specified in the field “Job No.,” you can enter the number of an employee, if you wish to assign an employee to the invoice entry.
Task	For lines assigned to a job number, it is possible to specify a task value in this field. If you specify a value in this field, Maconomy checks that a task listing has been assigned to the job and that the listing contains the specified task.
Account/Activity Name	This field shows the text assigned to the G/L account in the field “Account No.” or to the activity in the field “Act. No.” on the line.
Entry Description	In this field, you can enter a text to be used for the entry when it is posted. Maconomy suggests the text from the field “Account/Activity Name,” but the text can be changed manually.
Quantity	In this field, you enter the quantity of the transfer line. You must enter a value. When you create a line, Maconomy will suggest “1.” The value can be changed manually.
Unit	This field shows the unit that applies to the current line.
Unit Price	In this field, you enter the unit price in the currency of the vendor invoice. The price entered should be exclusive of tax.
Pricing Unit	If an item has been specified on the current line, this field shows the quantity of item units included in the unit price. The value is retrieved from the field “Unit, Purchase” on the Item Information Card and cannot be changed here.
Discount	In this field, you can enter a discount in the currency of the vendor invoice.
Amount Excl. Tax	This field shows the price less tax of the reallocation line in the currency of the vendor invoice. You can change the amount. The amount is calculated as quantity times unit price less tax and any discount. If you manually enter an amount in this field, Maconomy will recalculate the unit price based on the amount in this field. If you enter an amount in this field, Maconomy also updates the fields “Tax Amount” and “Amount Incl. Tax” based on the entered amount.
Item No.	In this field, you enter the number of an item, if the purchase relates to an item. If the line was created as a result of entering a purchase order number in the field “Purchase Order No.” in the card part (and a packing slip no. in the field “Packing Slip No.”), Maconomy suggests the value from the field “Item No.” on the corresponding purchase order line. Maconomy checks that the item exists, that it is an amount activity and that it is not blocked. If you enter a number here, you must leave the fields “Job No.,” “Account No.” and “Item No.” blank. If the line was created as a result of using the action “Get Purchase Order,” and the purchase order and packing slip entered in the card part match an approved item receipt for the purchase order in question, Maconomy will perform an invoice reconciliation of the invoice against the item receipt. This will cause Maconomy to automatically adjust the cost price of the item if the system parameter “Copy Payment Information From Reference Invoice” has been marked. However, the reconciliation only takes place if the difference between the amount on the current line and the amount on the receipt line on which the current line is based is within the margin specified in the system parameter “Margin for purchase order reconciliation.” If this is not the case, or if the packing slip number does not match any receipt for the specified purchase order, the reconciliation must be made manually.
Total for Subcontractor Reconciliation	The amount in the field represents the sum of the amounts from Job Entries that are selected for a specific Invoice Allocation Line in the dialog Vendor Subcontractor Reconciliation.
Tax Code	In this field, you specify a G/L tax code for tax receivable to be used for calculation of tax on the current line. You can select another code or leave the field blank, if the invoice is not subject to tax. Maconomy suggests a tax code on the basis of the following procedure: If a G/L tax table has been specified in the window Company Information, a G/L tax code will be transferred from the G/L tax table on the basis of the information registered on the current invoice and invoice allocation line. When searching for a line in the G/L tax table, Maconomy searches for a match between the value of the tax table line in the field “Account No.” and a reference account depending on whether an account or an activity has been specified on the line or if the field “For Inventory Purch.” has been marked. If no line is found in the G/L tax table corresponding to the current line’s registrations and the current reference account, or if no G/L tax table has been specified for the current company, Maconomy will suggest the G/L tax code specified for the reference account in question in the window Account Information Card. As mentioned, the reference account depends on whether an account or an activity has been specified on the line or if the field “For Inventory Purch.” has been marked. If you specify an account, the reference account will be the specified account. If you specify an activity, the reference account will be the account specified as P/L account on the current activity. If you specify an item and mark the field “For Inventory Purch.,” the reference account will be the account specified as account for non-reconciled vendor entries in the A/P Control Account to which the current vendor is assigned. The references to these accounts are made by means of dimension combinations. You can add up to three different tax codes if necessary. To enable multiple tax codes, the system parameters “Show Three Tax Levels” and/or “Show Two Tax Levels” must be marked in the System Parameters window. When multiple tax codes are enabled, the “Tax Code” field will be replaced by the following fields: “Tax Code 1,” “Tax Code 2” and, if enabled, “Tax Code 3.” For further information on multiple tax codes, please see the description in “Tax Codes.”
Tax	In this field, you enter the tax amount in the currency of the vendor invoice. If you change the suggested value in the field “Amount, Incl. Tax” on the same line, Maconomy will calculate a new tax amount based on the values in the fields “Amount Incl. Tax” and “Tax Code.” You can only enter an amount here if you have selected a value in the field “Tax Code.” The values in the fields “Amount, Incl. Tax” and “Tax Amount” must carry the same sign, debit or credit. When you create a reallocation line or change the amount excl. tax on an existing one, Maconomy will calculate the amount in this field from the amount including or excluding tax. However, if the amount excl. tax entered on a given line causes the remainder excl. tax to be fully allocated, and the difference between the tax remainder and the calculated tax for the line in question is within the margin specified in the system parameter “Margin for automatic correction of tax,” the tax remainder is automatically allocated to this field on the line (rather than calculated from the amount excluding tax), regardless of whether this tax amount is correct according to the amount and tax code on the line. Note that you are not required to reallocate tax. This means that you can change the price/tax ratio when reallocating. If the reallocated tax does not add up to the original tax, or if you use different accounts, Maconomy will create an appropriate number of tax entries to fully reconcile the original tax. If multiple tax codes are enabled, two or three additional tax fields will appear: “Tax 1,” “Tax 2” and, if enabled, “Tax 3.” In this case, the “Tax” field calculates the sum of the amounts in the “Tax 1,” “Tax 2” and, if enabled, “Tax 3” fields. For further information on multiple tax codes, please see the description in “Tax Codes.”
Amount Incl. Tax	This field shows the price of the reallocation line including tax in the currency of the vendor invoice. You can change the amount. The amount is calculated as quantity times unit price less any discount. If you manually enter an amount in this field, Maconomy will recalculate the unit price based on the amount in this field. If you enter an amount in this field, Maconomy also updates the fields “Tax Amount” and “Amount Excl. Tax” based on the entered amount.
Item Tax Code	In this field, you can specify an item tax code created in the window Popup Fields. The field is used by Maconomy for determining the tax code to be used in the calculation of tax for the current vendor invoice, as the reporting code is part of the criteria for the selection of a tax code in the window Tax Tables in the G/L module. When selecting a tax code, Maconomy uses the tax table specified as the responsible company for the vendor invoice in the window Company Information. However, the tax code is only selected from a tax table if the company that is responsible for the current invoice is assigned to a tax table in the window System Information. If no tax table is specified for the responsible company or if you use differentiated tax, and you do not use tax tables, Maconomy will use the tax code of the account or activity specified when the vendor invoice is allocated or reallocated. If you use neither differentiated tax nor tax tables, Maconomy will use the standard tax code specified in the window System Information in the Set-Up module. When posting entries, the reporting code is used for determining which tax report entries to create. Based on the tax report entries, you can create tax reports showing the tax and tax basis entries assigned to a given tax report field. However, this kind of reporting can only be made if extended tax reporting has been selected in the window System Information. If you entered a purchase order number for the vendor invoice, Maconomy suggests the value from the field “Company Tax Code” in the card part of the purchase order, and if no purchase order has been specified, Maconomy suggests the value from the vendor’s information card.
Reference Date	In this field, you can enter a reference date for the current reallocation line. The date is transferred to the G/L entries resulting from the current line. If the current entry refers to a job, Maconomy checks that the date specified in this field is within the open posting period for job entries. Furthermore, if a job is specified, the date in this field is used as the job cost posting date on the job entries resulting from the current reallocation line. If you do not enter a date in this field, Maconomy suggests the date entered in the field “Reference Date” in the card part of the window. If this field is also blank, either the reallocation date or invoice date is transferred to this field, depending on the setting of the system parameter “Use invoice date as reference date.”
Registration Code	In this field, you can enter a registration code from the window Registration Codes in the G/L module. The registration code is used instead of manually entering a number of dimension values on the current line. See the description of the window Registration Codes in the G/L module for more information about registration codes.
Company No.	In this field you can enter the number of a company for the current reallocation line. The number is automatically transferred from either the island Company in the card part of this window or through a registration code you entered. You can change this value. Note that if a company other than the company displayed in the card part of the window Vendor Invoices is specified in the table part of this window, intercompany postings between the responsible company on the vendor invoice and the specified company will take place at the time of posting. These intercompany postings will be of the type “Vendor Invoice.” However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany postings are only created if the two companies involved are not both assigned to the same parent company.
Location	In this field, you can enter a location from the window Locations in the G/L module. Upon creation of a table line the location is automatically transferred from either the island Company in the card part of this window or through a registration code you entered. You can change this value. The information is used when you post the current reallocation line, if the G/L account permits dimension allocation.
Entity	The functionality of this field is similar to the functionality of the field “Location” above.
Project	The functionality of this field is similar to the functionality of the field “Location” above.
Purpose	The functionality of this field is similar to the functionality of the field “Location” above.
Spec. 1-3	The functionality of these fields is similar to the functionality of the field “Location” above.
Local Spec. 1-3	The functionality of these fields is similar to the functionality of the field “Location” above.
Allocation Code	In this field, you can enter an allocation code. You can use the allocation codes created in the window Allocation Codes in the G/L module. When you enter an allocation code, Maconomy will automatically create the number of allocation lines which the code specifies. In this connection, it is recommended to use allocation codes with only positive percentages. Allocation codes are used for easing registration of standard entries.
Employee Name	This field shows the name of the employee entered in the field “Empl. No.” on the line.
Job Name	This field shows the name of the job entered in the field “Job. No.” on the line.
Task Description	This field displays the description of the task entered in the field “Task” on the current reallocation line.
Customer No., Ref.	Enter a reference customer number.
Customer Name, Ref.	If a customer has been specified in the field Customer No., Ref. above, this field shows the Name of this customer.
Purch. Order No.	This field shows the purchase order number for allocation lines created by entering a purchase order number in the window Vendor Invoices. When the reallocation is posted, Maconomy will register the line as invoiced on the corresponding purchase order line. However, if the entry is a vendor credit memo, the amount is deducted from the invoiced amount. The field is completed automatically if the invoice allocation lines are created as a result of entering a purchase order number on the vendor invoice in the card part. The purchase order number can also be entered when entering new invoice allocation lines. When doing so, this field, in combination with the field “Line No.,” indicates the purchase order line to which the allocation line pertains. If you do not enter a line number, Maconomy will attempt to guess the line number based on the allocation combination. If the allocation pertains to a specific item receipt, you can also enter the number of the packing slip representing the receipt in the field “Packing Slip No.” If you only specify a purchase order number and line number without specifying a packing slip, Maconomy will suggest a quantity on the line, based on the information from the purchase order line in question. The quantity on the line will correspond to the quantity received for the purchase line in the window Purchase Receipt. However, if the system parameter “Suggest Quantity Received on Vendor Invoice” is not marked and the quantity received on the purchase order line is zero, the quantity transferred to the allocation line will be the quantity remaining to be invoiced for the purchase line. If you specify a packing slip number in the field “Packing Slip No.” that matches a packing slip number entered in the window Purchase Receipt for the purchase order in question, the amount and quantity will match those received on the item receipt (any delivery costs and expense percentages specified on the purchase order will be added to the price), and the field “For Inventory Purchase” will be marked.
Line No.	This field shows the number of the purchase order line on which the amount will be registered as invoiced, when the reallocation is posted. However, if the entry is a vendor credit memo, the amount is deducted from the invoiced amount. The field is automatically completed if the allocation lines are created by entering a purchase order on the vendor invoice displayed in the card part. The line number can also be entered when entering new invoice allocation lines. For further information, see the field “Purchase Order No.” above.
Close Purchase Order Line	If you mark this field, the purchase order line will be closed when the journal is posted. If this means that all the purchase order lines are closed, the purchase order itself will also be closed.
Packing Slip No.	If the current line was created as a result of entering a purchase order number and a packing slip number in the card part, this field shows the number of the packing slip in question.
Inventory Change Transaction No.	If the current line was created as a result of entering a purchase order number and a packing slip number in the card part, this field shows the number of the inventory change transaction resulting from the approval of the purchase receipt to which the packing slip in question pertains. As reallocation lines created by entering a purchase order and packing slip number are based on inventory change transactions, this field thus shows the number of the inventory change transaction containing the transaction line on which the current allocation line is based.
Inventory Change Transaction Line No.	If the current line was created as a result of entering a purchase order number and a packing slip number in the card part, this field shows the number of the inventory change transaction line on which the current allocation line is based. As reallocation lines created by entering a purchase order and packing slip number are based on inventory change transactions, this field thus shows the number of the line in the table part of the inventory change transaction shown in the field “Inventory Change Transaction No.” on which the current allocation line is based.
Quantity 1	In this field, you can enter a reallocation line quantity. This field and the field “Quantity 2” are used for reporting and statistics.
Quantity 2	In this field, you can enter a reallocation line quantity. See the field “Quantity” above.
Tax Exempt	In this field you can enter whether the invoice line covers a tax-exempt service. Note that you can only mark this field if the field “Disclosable” in the island Invoice in this window is checked. See the description of the field “Disclosable” in the island Invoice for further information on this field.
Accrual Type	If you mark this field, the cost will be accrued. You can only accrue an entry if you have also selected a G/L account on the current line. If you choose accrual, Maconomy will create a G/L entry on the specified G/L account for each G/L period specified in the fields “Period From, Accrual” and “Period To, Accrual.” The amount is distributed evenly on the selected periods.
Period From, Accrual	In this field and the field “Period To, Accrual” you can enter a range of dates. If you mark the field “Accrual Type” on the line, Maconomy will create a G/L entry on the specified G/L account for each G/L period specified in the fields “Period From, Accrual” and “Period To, Accrual.” The amount is distributed evenly on the selected periods.
Period To, Accrual	See the field “Period From, Accrual” above.
Transaction Type	This field displays the transaction type.