025234: Purchase order payment allocation #105632

1.   Overview

KCSL have added an option that will allow users to allocate 'prepayments' to Purchase Orders. Upon posting of the associated Purchase Invoice, Khaos Control will attempt to allocate these payments to the invoice.

2.   Specification

 Khaos Control will be modified to add an option such that:

1. A new "Supplier Prepayments" screen will be added to allow managing prepayments with the following tabs:

Tab 1:
- Select a supplier
- Populates a grid below with Purchase Orders, by default will return all not-fully-delivered Purchase Orders for the selected supplier, however will allow viewing fully delivered Purchase Orders and filtering by date range. The grid shows Purchase Order details plus total of linked payments.
- When a PO is selected, a second grid will be populated with a list of payments linked to that PO, along with the user who linked it and the date the link was made.
- A third grid shows a list of payments available to link to the Purchase Order. Payments may be dragged onto the second grid to link them to the selected Purchase Order
- It will be possible to remove items from the second grid to unlink the payment from the Purchase Order.

Tab 2: Reports
- Grid listing Purchase Orders with basic details (PO code, date), PO total, and total of linked payments.
- Filters on supplier, PO date range, link date, and user who made link.
- Will return one row per PO/payment (i.e. a PO with three payments will have three rows in the report grid), and columns for PO Total, Payment Amount, Total Payments Amount, Outstanding Amount (zero if full amount linked).
- Will allow grouping by PO code to roll up data by PO (i.e. a PO with three payments will have only one row in the report grid showing the sum of the linked payments).

In addition, the existing Purchase Order screen will be modified such that there will be a new header tab containing a read-only grid detailing any payments that are linked to the open PO, so the user can see when a PO has associated payments.

When a Purchase Invoice is issued, if the PI came from a PO with linked payments, linked payments will be allocated to the PI where possible, starting with oldest link. If the PI amount and total of linked payments does not match, the PI may not be fully paid or allocated, however it will be possible to manually allocate further payments as at present.

Note: credit notes related to purchases will be included as part of this development - in terms of being able to use to allocate and being shown in the reporting.

3.   Configuration

4. Usage - New Screens.   

The [ Supplier | Supplier Prepayments ] tab

This tab consists of three grids: the PO grid, the Prepay Allocations grid, and the Available Credits/Payments grid. This screen allows you to pre-allocate payments to Purchase Orders.

1. Shows a list of Purchase Orders that can have prepayments allocated to them.
   
2. Can be filtered on using the filters at the top of the screen.
   
3. Will filter by PO date for the last three months, and only show non-fully delivered POs.
   
4. Contains the following columns:
   
1. Supplier.
2. PO code.
3. PO date - this is the date the PO was created.
   
4. PO total - the order total of the PO.
   
5. Alloc Amount - the total of the prepayments that have been allocated to this PO. Note, this column requires a screen refresh (using the refresh button or by clicking 'Go') to update.
   
5. Has two right-click options: Goto Supplier and Goto Purchase Order.
   

 The bottom-left 'Prepay Allocations' grid:

1. Shows a list of payments that have been pre-allocated to the PO selected in the top grid.
   
2. This will populate based on the PO selected in the top grid.
3. Contains the following columns:
   
1. Source Code - the Source # against the payment in [ Supplier | Detail | Statement ].
   
2. Source Amount - the total of the payment.
   
3. Alloc User - the Khaos Control user that allocated the payment to the selected PO.
   
4. Alloc Date - the date that the payment was allocated to the selected PO. It is this date that will be used when attempting to allocate payments to a Purchase Invoice.
   
4. Has one right-click option: Remove prepayment(s). 
   
1. This can be used on one line, or used on multiple green-selected lines.
   
2. This will remove the prepayment from the selected PO/from the 'Prepay Allocations' grid.
   

1. Shows a list of payments and credits that are available to allocate to the PO selected in the top grid.
   
2. This will populate based on the PO selected in the top grid.
   
3. Contains the following columns:
   
1. Date - the date that the payment was created.
2. Ref - the Source # against the payment in [ Supplier | Detail | Statement ].
   
3. Amount - the total of the payment.
   
4. Remaining - the total amount of the payment that has not already been allocated to a Purchase Invoice. Note that this does not keep track of the total already pre-allocated to a PO, only actual allocations to Purchase Invoices.
   
4. Has one right-click option: Add Prepayment(s).
   
1. This can be used on one line, or used on multiple green-selected lines.
   
2. This will add the prepayment to the selected PO/to the 'Prepay Allocations' grid.
   
5. Note that you can also drag-and-drop payments from this grid to the 'Prepay Allocations' grid.
   

 The Report tab:

 This tab shows a report of Purchase Orders and their allocated pre-payments.

 The filters include:

1. PO date range - filters on the date a PO was created.
   
2. Supplier.
   
3. Alloc User - filters on the user that allocated a pre-payment.
   
4. Alloc Date - filters on the date that a pre-payment was allocated.
   
5. Roll Up - controls whether individual pre-payments are shown for a PO, or all pre-payments are rolled up into one result.