Troubleshooting: Allocations Cleared Unexpectedly

Problem

Previously established matches (allocations) between documents (e.g., an Invoice matched to a PO and/or GR) have disappeared. The documents now appear unmatched.

Common Causes

1. Supplier Changed on Invoice: The most common cause. If the Supplier linked to the invoice header is changed after allocations were made, Zudello automatically clears all existing allocations for that invoice. This is because allocations are only valid between documents linked to the same supplier.
2. Manual Unmatching: A user manually unlinked the documents using the edit matching interface. Check the Viewing Approval History for TransactionAllocation deletion events.
3. Document Reversion: If the invoice, PO, or GR was reverted to an earlier, editable status (e.g., from APPROVAL back to READY), this might clear allocations depending on system configuration and the specific workflow. Check the Audit History.
4. Document Deletion: If the PO or GR that the invoice was matched to was deleted, the allocation link will be broken.
5. System Error (Rare): In very rare cases, a database issue or unexpected error during processing could potentially lead to allocation data loss.

Troubleshooting Steps

1. Check Invoice Supplier:
   • Open the invoice where allocations are missing.
   • Verify the currently linked Supplier. Is it correct?
   • Check the Audit History for the invoice. Look for recent changes to the supplier_uuid field. If the supplier was changed after the time you know allocations existed, this is the likely cause.
2. Check Audit History:
   • Review the Audit History for the invoice, PO, and GR.
   • Look for events related to:
     • TransactionAllocation being deleted.
     • Status changes (especially reversions).
     • Changes to the supplier_uuid field.
     • Deletion of the related PO or GR.
3. Check Related Document Status/Existence:
   • Verify that the PO and/or GR the invoice should be matched to still exist in Zudello and are in an appropriate, matchable status.
4. Re-establish Allocations: If allocations were cleared due to a supplier change, reversion, or manual unmatching:
   • Ensure the correct Supplier is now linked to the invoice.
   • Use the manual matching interface (Manual Matching Issues) or Apply Trained Rules (Using Apply Trained Rules) to re-establish the correct allocations.

Need Help?

If allocations disappear frequently or without a clear reason (like a supplier change), contact Zudello support. Provide:

• Document UUIDs for the affected invoice, PO, and GR.
• Approximate time when the allocations were last known to be correct.
• Any relevant information from the Audit History.