Revised: 11/15/2012
When GL Allocations are used, an Unallocated Account should be created in the GL Account Master and set as the Unallocated Account in Settings>>General Ledger Settings on the System Information tab. The general ledger account that is to be used as the unallocated account should be comprised of all 9's such as 999-999-999.
The purpose of the Unallocated Account is to catch entries that the allocation process cannot put anywhere else. The Unallocated Account should be checked every month to see if there is a balance. Balances occur when entries were not able to allocate properly when the process was run.
Check the Unallocated Account
Go to Reports>>Trial Balance
Select the Unallocated Account number for the First and Last Account fields
Select or enter the appropriate Date information
Select the Level of Detail as "Detail(Both)"
Preview or Print the report
Review the report - if there are no transactions, you are done because your allocation process worked correctly. If there are transactions, look at the memo information.
You will see something like 100415002/200415002
The first number listed (i.e. 100415002), would be the account number the allocation process tried to create the entry in. The account number either did not exist or had been disabled.
The second number shown (i.e. 200415002), is the account number the entry originated from.
Run another Trial Balance using the second number (i.e. 200415002) for the First and Last Account fields
Select or enter the appropriate Date information
Select the Level of Detail as "Detail(Both)"
Preview or Print the report
The report will show the original entry into the account and the allocations out.
Investigate the information to answer the following questions:
Was the original entry made to the correct account? If not, reverse the entry and post to the correct account. The reversal will also reverse the allocations including the ones to the Unallocated Account.
If the original entry was correct, was the Allocation information wrong? Review the Allocation Model to see if the correct one was assigned or if it was set up incorrectly. Reverse the entry and post, then fix the Allocation Model. Reenter the entry to allocate using the new allocation information.
Was the General Ledger Account Number valid? If the original entry and the allocation information were correct but the general ledger account number had not been created yet or was disabled, the following steps should be taken:
Reverse the entry and post. This will reverse all of the allocations, including the Unallocated Account.
Create or re-enable the account number.
Renter the entry so it can allocate correctly