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Version: Current

Troubleshooting: Preventing or Fixing Over-Allocations

Problem​

An Invalid Allocation Status appears, or you notice that the allocated quantity/amount on an invoice exceeds the available quantity/amount on the corresponding Purchase Order (PO) or Goods Receipt (GR) line. This is known as over-allocation.

Common Causes​

  1. Manual Matching Errors: A user manually allocates more quantity or amount to an invoice line than is available on the source PO/GR line, potentially across multiple invoices allocating against the same PO line.
  2. Concurrent Processing (Less Common): In rare cases, if multiple invoices related to the same PO line are processed simultaneously by the system (e.g., via Enrichment triggered by different events), there's a small chance the checks preventing over-allocation might not engage correctly between the parallel processes.
  3. Incorrect Starting Values: The original quantity or amount on the PO/GR was incorrect, leading to allocations exceeding the intended limit.
  4. Changes After Allocation: The quantity/amount on the PO/GR was reduced after invoices had already been allocated against the original, higher value.

Preventing Over-Allocations​

  • System Checks: Zudello's backend Enrichment and manual matching logic includes checks to prevent allocating more than the remaining quantity/amount available on the source line. These checks are the primary prevention mechanism.
  • User Vigilance: When manually matching, users should pay close attention to the "Remaining" quantity/amount displayed for the PO/GR lines in the matching modal and avoid allocating more than is available.
  • Clear Workflows: Ensure POs/GRs are finalised and accurate before invoices are matched against them to avoid issues caused by later changes.
  • Regular Review: Periodically review POs with Partial or Invalid allocation statuses to catch potential issues early.

Fixing Over-Allocations​

If an over-allocation (indicated by an Invalid status or negative remaining values) has occurred:

  1. Identify Affected Documents:
    • Start with the document showing the Invalid status (this could be the Invoice, PO, or GR depending on where the status is checked).
    • Identify all invoices and/or receipts allocated against the specific over-allocated PO/GR line(s). You may need to open the PO/GR and review its line-level allocation details.
  2. Review Allocations:
    • Open each related invoice/receipt.
    • Expand the relevant line item(s).
    • Review the "Allocated" quantity/amount shown for the link back to the over-allocated PO/GR line.
  3. Correct the Allocation:
    • Choose one or more of the allocated invoices/receipts where the allocation needs to be reduced.
    • Click the Edit Matching icon for the relevant line.
    • In the manual matching modal, reduce the Allocated quantity/amount for the link to the over-allocated PO/GR line. Ensure the total allocated across all documents does not exceed the PO/GR line's capacity.
    • Save the changes on the invoice/receipt.
  4. Verify Resolution:
    • Re-check the Allocation Status on the involved documents. It should no longer show Invalid.
    • Check the remaining quantity/amount on the PO/GR line; it should now be zero or positive.

Need Help?​

If you frequently encounter over-allocations or cannot resolve an existing one, contact Zudello support. Provide the Document UUIDs for all involved documents (Invoice(s), PO, GR).