Why can I not allocate two documents against each other?

This article covers why two documents may be unavailable to allocate against each other. This applies across the Sales Ledger and Purchase Ledger - for any document types where allocation is expected, including invoices, payments, credit notes and refund documents. If a document isn't visible or selectable during allocation, a mismatch in one or more key fields is the cause.

Why documents can't be allocated against each other

Two documents must share the same values across a set of key fields before they can be allocated against each other. If any of the following differ between the two documents, allocation won't be possible:

• Control account - the nominal account used to post the document
• Currency - the transaction currency assigned to each document
• Contact account - the supplier or customer account the document is posted against
• Legal Entity - the Legal Entity the document belongs to

If these fields don't match, iplicit won't present the documents as available to allocate against each other. This is by design - mismatched documents represent genuinely different financial obligations and shouldn't be offset.

How to resolve a mismatch

When you identify a mismatch between two documents, there are three options depending on the circumstances.

Option 1: Unpost and amend one of the documents

If a field was entered incorrectly on one document, unpost it, correct the mismatched field, and repost. The document will then be available for allocation.

Option 2: Choose a different document type

In some cases, the mismatch can be resolved by selecting a different document type that is compatible with the document you're allocating against. Check whether an alternative document type exists within the same ledger that shares the required field values.

Option 3: Reverse and recreate

If the document cannot be unposted or amended, reverse it and raise a new document with the correct field values. Once the new document is posted, it will be available for allocation.

How to identify which field is mismatched

Compare the following fields on both documents before attempting allocation:

1. Open the first document and note the control account, currency, contact account and Legal Entity
2. Open the second document and compare the same fields
3. Identify where the values differ
4. Apply the appropriate resolution from the options above

⚠️ Check before posting - verifying these fields at the point of entry avoids the need to unpost or reverse documents later.