Allocations

Overview

Allocations allow you to distribute funds from a single Transaction to either multiple Invoices or multiple Line Items on one Invoice. For example, when a payment is made for four Invoices using the same Transaction, Allocations help to split the funds across those four Invoices.

Use Cases

1. Receive a bulk payment and distribute the payment across multiple Invoices. For example, one $10,000 check can be applied from one Transaction across multiple Line Items on the same Invoice.
2. Auto-create an Allocation record for each Line Item as part of a paid Event checkout.
3. Manually create full or partial refund Allocations between a Transaction and one or more Line Items.

Parent Object Relationship

Allocations are related to Invoice, Line Item, and Transaction objects. The Allocation's Invoice lookup field is automatically populated by the Line Item's Invoice field. This connection relates the Allocation record to the Line Item, Invoice, and the Transaction that paid for the Invoice.

Instructions

Allocate Funds to Multiple Line Items on One Invoice

1. Navigate to the Allocation object.

   Lightning: Click the App Launcher > Search for and click Allocations.

   Classic: Click "All Tabs" ("+" icon in the top right) > Click Allocation.
   

2. Click New.

3. Enter information in the following fields.

   • Amount: The amount to allocate to the related Invoice or Line Item.
   • Transaction: The Transaction that paid for the Line Item.
   • Line Item: The Line Item the Allocation is associated with.
   • Invoice (optional): Automatically populates if the Line Item field is set. Populate this field only if the Allocation is not associated with a Line Item.
   • Type: Set this field to either "Payment" or "Refund" depending on the type of Allocation. The default setting is "Payment".

4. Click Save.

Allocate Funds to Multiple Invoices

1. Navigate to the Allocation object.

   Lightning: Click the App Launcher > Search for and click Allocations.

   Classic: Click "All Tabs" ("+" icon in the top right) > Click Allocation.
   

2. Click New.

3. Enter information in the following fields.

   • Amount: The amount to allocate to the related Invoice or Line Item.
   • Transaction: The Transaction that paid for the Line Item.
   • Invoice: This field determines which Invoice this Allocation is associated with.
   • Type: Set this field to either "Payment" or "Refund" depending on the type of Allocation. The default setting is "Payment".

4. Click Save.

Automate the Allocation Creation for Event Checkout

You can automate the Allocation creation for Event checkouts.

1. Navigate to Blackthorn | Payment Trigger Settings (Setup > Custom Settings).
   

2. Click Manage.
   

3. Set the Automatically Create Allocation = "True".
   

4. Click Save.

When this setting is enabled and an Invoice is created by the checkout process, the Allocations are automatically created for the Line Items and Invoice.

Use Allocation to show Refunds on Line Item and Invoice

You can use Allocations to handle refunds against the Line Items or the Invoice.

1. Create an Allocation record.
2. Set Allocation type = "Refund".
3. Set the Line Item/Invoice lookup field. Setting a Line Item lookup will auto-populate the Invoice.
4. Select the refund Transaction for the Allocation.
5. Click Save.

Allocation Rollups

The following fields on the Line Item object interact in the following ways:

• Balance Due = Total Amount - Balance Paid
• Retained Amount = Total Amount Paid - Amount Refunded
• When Allocation Type = "Payment" is associated with the Line Item object, the value is automatically rolled up to Balance Paid.
• When Allocation Type = "Refund" is associated with the Line Item object, the value is automatically rolled up to Amount Refunded.