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Version: Current

Troubleshooting: Incorrect Allocation Status (Full/Partial/Invalid)

Problem​

The calculated Allocation Status for a document (e.g., an Invoice matched to a PO) appears incorrect. Examples:

  • Status shows Partial when you believe it should be Full.
  • Status shows Full when you believe it should be Partial.
  • Status shows Invalid (indicating over-allocation).

Common Causes​

  1. Mismatch in Matching Method: The system is calculating the status based on Amount, but you are evaluating it based on Quantity, or vice-versa. The configured matching method (Quantity vs. Amount) in the Allocation Extension dictates how the status is determined. See Understand Quantity vs. Amount Matching.
  2. Incorrect Line Allocations: One or more lines might be incorrectly matched or have the wrong allocated quantity/amount, affecting the overall document status calculation.
  3. Rounding Differences (Amount Matching): When matching by amount, very small remaining amounts (e.g., $0.001) due to rounding might cause a status to remain Partial when it appears fully matched visually. Zudello typically has a small tolerance, but edge cases can occur.
  4. Data Not Refreshed: Changes were made to allocations or related documents, but the status hasn't updated yet in the UI or backend calculation.
  5. Hidden/Filtered Lines: You might be viewing a filtered list of lines, and lines contributing to the allocation status are hidden.
  6. Over-Allocation (Invalid Status): More quantity/amount has been allocated from a source line (e.g., PO line) than was originally available, often due to manual overrides or concurrent processing issues.

Troubleshooting Steps​

  1. Confirm Matching Method: Check the Allocation Extension settings (Settings > Document Types > Edit Invoice > Extensions > Allocations) to confirm if matching is based on Quantity or Amount. Ensure your evaluation aligns with this setting.
  2. Review Line-Level Allocations:
    • Open the document (e.g., the Invoice).
    • Expand each line item involved in the allocation.
    • Carefully examine the allocated quantities/amounts against the original line quantities/amounts for both the invoice and the related PO/GR.
    • Are all lines matched correctly? Is the allocated quantity/amount correct for each line? Use the Matching Icons as a guide.
    • Correct any incorrect manual allocations.
  3. Check Remaining Values:
    • Quantity Matching: Look at the remaining quantity on the PO/GR lines. Is it truly zero for a "Full" status, or greater than zero for "Partial"?
    • Amount Matching: Look at the remaining amount on the PO/GR lines/header. Is it effectively zero (within tolerance) for "Full", or significantly greater than zero for "Partial"?
  4. Address "Invalid" Status: If the status is Invalid, it means over-allocation occurred.
    • Review the line-level allocations to find where the allocated quantity/amount exceeds the source line's available quantity/amount.
    • Correct the allocation by reducing the allocated quantity/amount on the affected line(s). See Preventing or Fixing Over-Allocations.
  5. Refresh/Recalculate:
    • Save any corrections made to allocations.
    • Use the Refresh button in the UI or close and reopen the document.
    • Consider using Apply Trained Rules (Using Apply Trained Rules) to force a backend recalculation of allocations and statuses.
  6. Check Filters: Ensure you are viewing all relevant lines and not filtering out lines that impact the allocation status.

Need Help?​

If the Allocation Status remains incorrect after these steps, contact Zudello support. Provide:

  • Document UUIDs for all involved documents (Invoice, PO, GR).
  • Screenshots showing the line-level allocations and the incorrect status.
  • The expected Allocation Status and why.