It is possible to allocate a zero-value unallocated transaction.
You will be in one of two situations:
There are two invoices showing in Masterfile Transactions (Trans F5) for the Masterfile with the Unallocated transaction/s. Ensure you have checked Options F8 has Display Transactions with Zero Balance set to Yes.
There are less than two invoices showing in Masterfile Transactions.
To allocate a zero-value unallocated transaction you need to have two invoices available. If all other transactions have been deleted or you only have one invoice available, you will need to create an invoice or two to be able to complete this process.
Before you start check the date of the Credit Note or Notes you wish to allocate. Look in Masterfile Transactions.
Create a contra invoice
You only need to create a contra invoice if you don't have two previous invoices available. If you need to create an invoice do so as follows:
Start the invoice as you normally would.
Date the invoice the same date as the unallocated transaction you are trying to clear. If there are multiple transactions, use the most recent date.
Add a Sundry line to the invoice and code it to Bank Charges or other contra GL account that you prefer to use.
Enter a value for the invoice:
If you need to create one invoice, then create an invoice with a positive value.
If you need to create two invoices, then create one invoice with a positive value and one invoice with a negative value.
If you have one zero value unallocated transaction, enter a positive or negative value of 1 cent on each invoice. If you have two zero value transactions enter a positive or negative value of 2 cents on each invoice, etc.
Ensure GST is zero.
Accept F9 the line and Accept F9 again to save the invoice.
Allocate the zero-value unallocated transaction
Use the appropriate Post unallocated transaction menu item:
Customers, Transactions, Payments, Post Unallocated Trans.
Suppliers, Transactions, Manual Payments, Post Unallocated Trans.
📌Note: Post Unallocated Trans can also be found under Credit Adjustment Notes and Adjustments menu sections. Any of these can be used.
Enter or Find F2 the Masterfile code.
Select the zero-value transaction from the list in the lower section.
Allocate F9 to move to the allocation screen.
Allocate 1 cent to an invoice:
If you created an invoice with a value, allocate the appropriate positive value to the invoice, whether that be the whole amount or part of the amount if you have multiple unallocated transactions to allocate.
Otherwise allocate to any other invoice, preferably an invoice with a zero value.
Allocate -1 cent:
If you created a second invoice, allocate to the invoice with the negative value.
Otherwise allocate to any other invoice, preferably an invoice with a zero value.
On the allocation screen after doing Steps 5 and 6, Num Allocs should equal 2. All totals at the top should equal zero. If this is the case Accept F9 to complete the allocation. Otherwise ensure your allocations contra each other so that all totals at the top are zero.
Check the transactions on the Masterfile. You may have invoices with changed values or balances other than zero that need to be returned to their original values.
To adjust invoice values, create contra payment transactions based on your situation:
If you used two existing invoices, create 2 payment transactions, one for a positive amount and one for a negative amount. Apply these to the invoices that had the unallocated transaction/s applied to them. This should return their balance to what it was before the unallocated transaction was applied. The payments can go in and out of your bank account.
If you created one invoice, create 1 payment to contra the one invoice. Ensure you override the bank account for the payment to be the same contra account you used when creating the invoice, eg: Bank Charges.
If you created two invoices, then you will NOT need to create any payment transactions because the invoice value will contra the allocated value.
Check Masterfile Transactions again to ensure your allocations were completed correctly and that all invoices have been returned to their correct balance.