Understanding Allocation Statuses (Full/Partial/Invalid)

When documents like Invoices, Purchase Orders (POs), and Goods Receipts (GRs) are matched (allocated) in Zudello, the system calculates an Allocation Status for each document relative to the documents it's linked to. This status provides a quick summary of whether the matching is complete.

The status is typically calculated based on the configured matching method (Quantity or Amount).

Common Allocation Statuses:

1. Full (FULL):

   • Meaning: The document has been completely allocated against the linked document(s) based on the matching method.
   • Quantity Matching: All lines on this document have a remaining quantity of zero when compared against the linked PO/GR lines.
   • Amount Matching: The total allocated amount from this document matches the total available amount on the linked PO/GR (within tolerance), leaving a remaining amount of effectively zero.
   • Example: An invoice for 10 items is fully matched to a PO for 10 items (Quantity). A $500 invoice is fully matched against a $500 PO (Amount).

2. Partial (PARTIAL):

   • Meaning: The document has been allocated, but there is still quantity or amount remaining on either this document or the linked document(s).
   • Quantity Matching: One or more lines on this document still have quantity left to be allocated, OR the linked PO/GR lines still have remaining quantity available after this document's allocation.
   • Amount Matching: There is still a remaining amount greater than zero (outside tolerance) on either this document or the linked PO/GR after allocation.
   • Example: An invoice for 5 items is matched against a PO for 10 items (Invoice is Full, PO is Partial). An invoice for $1200 is matched against a PO for $1000 (Invoice is Partial, PO is Full).

3. Invalid (INVALID):

   • Meaning: An error state indicating that more quantity or amount has been allocated from a source document line (like a PO line) than was originally available. This signifies an over-allocation.
   • Cause: Usually results from incorrect manual matching or, rarely, concurrent processing issues.
   • Action Required: Requires immediate investigation and correction by unmatching or reducing allocated quantities/amounts. See Troubleshooting: Prevent/Fix Over-Allocations.

4. Not Set / Null:

   • Meaning: No allocations currently exist for this document against the specified related document type (e.g., an invoice has not yet been matched to any PO).

Where to See It:

• Allocation Status is often displayed implicitly via Matching Icons.
• It's stored as a calculated field (allocation_status_json) on the transaction record and can be used as a Condition in Automation Sentences to route documents (e.g., "If Allocation Status (Order) Is Full Then Set Status Completed").

Understanding the Allocation Status helps determine if matching is complete or if further action or review is needed.

See also: Troubleshooting Incorrect Allocation Status