Reallocate Invoices Workspace

Use this workspace to allocate or reallocate a vendor invoice or credit memo after it has been posted, and submit the allocation for approval.

You can also reconcile purchase orders automatically in this workspace.

After you enter a vendor invoice in the Vendor Invoices workspace, you have three possible ways of handling it. These are described in detail in the overview of the Vendor Invoices workspace.

This applies to invoices and credit memos for items that are not entered in your inventory system. After you post an item, you can enter it to the right accounts or jobs.

In addition, you can choose to accrue the cost of a vendor invoice over multiple periods.

You can pay the vendor invoice regardless of which accounts you later enter it to in Maconomy. This means that you do not forego any cash discount, since you can pay the invoice early and settle accounts later.

This workspace displays all vendor invoices and credit memos that have been posted but not yet allocated. Thus you can always check whether there are any unallocated invoices in Maconomy, and see which people in the company are responsible for handling them. In addition, the Status field in the Allocation, Currency island displays the current submission/approval status of the invoice journal that is displayed in the workspace.

When you complete an invoice reallocation, you must submit it using the Submit for Approval action. Next, the reallocation must be approved according to the approval principle selected for vendor invoices.

When you submit a vendor invoice, Maconomy checks if the approval should be based on approval hierarchies or if the vendor invoice can be approved by all users with access to the approval actions. You create and maintain approval hierarchies in the Approval Hierarchies workspace in the Set-Up module. You can perform the approval at several levels, coordinated by an approval hierarchy. If so, Maconomy picks an approval hierarchy based on the invoice allocation information. Through this hierarchy, Maconomy identifies the people who are to approve the allocation. The criteria for whether a vendor invoice requires approval and who is to perform the approval can be the size of the amount on the allocation lines or the number of the vendor in question, for example. You can only transfer the invoice and post the amount after all required people have approved the allocation lines of the invoice. See the description of the Approval Hierarchies workspace in the Set-Up module for more information about approval hierarchies.

When you approve the invoice reallocation for posting, Maconomy creates a posting journal with the entries. If there is such a journal in the system already, Maconomy adds the entries to it. The entries are set off against the account for unreconciled vendor entries specified by a dimension combination for the vendor's control account code. For those dimensions for which no other values are in the dimension combination, Maconomy uses the dimensions entered in the tab in this workspace. You set up control account codes are in the Popup Fields workspace in the Set-Up module. If the tax in the original invoice or credit memo is not the same as the tax calculated here, either because of a different amount or different tax code, Maconomy creates the relevant tax entries to fully reconcile the original amount. You post the reallocation journal in the Posting or Print Posting Journal workspace in the Set-Up module.

If you specify in the sub-tab of this workspace a company that is not the same as the company that the tab in the Vendor Invoices workspace displays, intercompany postings between the responsible company on the vendor invoice and the specified company occur when you post them. These intercompany postings are of the type Vendor Invoice. However, if you do not select the Create intercompany entries for companies with same parent company system parameter, Maconomy creates intercompany postings only if the two companies involved are not both assigned to the same parent company.

Finally, you can reconcile purchase orders automatically in this workspace. You can perform control and reconciliation of remainder amounts automatically by selecting the Margin for purchase order reconciliation system parameter or manually using the Allocate Remainder action in the Action menu. For a detailed description of automatic purchase order reconciliation, see the overview of the Vendor Invoices workspace and the description of the Margin for purchase order reconciliation system parameter in the System Parameters workspace in the Set-Up module.

You can review vendor invoices and assigned allocation and reallocation lines in the Show Vendor Invoices workspace.