Rules in the allocator are the easiest way to automate your work in Figured, so income and expenses coming through from your preferred accounting software are automatically applied to a tracker. By allocating to a tracker, you can build out a more accurate cost of production and gross margin breakdown, giving you a more detailed view of enterprise profitability.

You can access the Allocation Rules directly from the left-hand navigation bar, or from inside your allocator. This is where you'll be able to setup new rules, and view existing ones.

To add a new rule, select Add rule.

Here you will need to give the rule a name, and fill in the fields to determine what transactions will be allocated, and where they will be allocated to. You can select:

There is no limit to the rules that you can create, they can be updated or deleted at any stage.

You also have the ability to copy an existing allocation rule to form the basis of a new one. To do so, you need to click on the three dots next to the rule you wish to duplicate, and the option to copy the rule will display.

A pop up will appear with the new rule, pre-filled with the settings of the rule you copied so you can make any changes you need to.

If you are using Tracking Options (Xero) / Classes (QBO) in your accounting software, then setting rules based on those options is a great way to automate allocations and cut out double handling between your accounting system and Figured. Providing you have these set up in your preferred accounting software, we can then enable them in the Allocator Configuration page so they flow into the allocator.
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Once enabled, we can set rules based off the tracking option / class - for example below, all transactions in any account that have been tagged with 'Beef cattle' in my accounting software will be allocated to my Beef Cattle tracker. You can use these in combination with selecting specific accounts or entering date parameters to ensure the correct transactions are being allocated.

Important: Enabling or changing a tracking option/class can remove existing allocations! If you have existing allocations in Figured, and you then enable this setting or change the selection, historic allocations that have tracking options/classes applied will be removed and you'll need to re-allocate them or set rules to allocate these automatically.

Deleting rules should only be done if the rule is no longer needed. If you do need to delete a rule, head into your ‘Allocation rules’, find the rule, and click ‘Delete’. A warning message will pop up and if you are happy to proceed select the ‘Yes delete’ button.

All existing allocations will be undone and the rule will be removed. You might use this option if the rule was a mistake or created incorrectly.

NOTE: Once a rule has been deleted, it cannot be restored.

You have the option to archive a rule in the event it is no longer needed but you do not want to permanently delete the rule. To archive a rule, head into your ‘Allocation rules’, find the rule, and click ‘Archive’. A warning will pop up and if you are happy to proceed select the ‘Yes archive’ button.

Archiving a rule will not remove the existing allocations against that rule. Archived rules will not show in your active ‘Allocation rules’ list, but you can filter the view to find these rules.

If you need to delete or archive multiple allocation rules at one time you can do so by heading into your ‘Allocation rules’, selecting the tick boxes for the rules you need to archive or delete, and selecting the ‘Archive’ or ’Delete’ button.

The same logic applies as when archiving or deleting individual rules. You must confirm you are happy to proceed by selecting the ‘Yes archive’ or ‘Yes delete’ button.

Note: It is worth noting that while rules are the best practice method for allocating the majority of transactions, for anything that you want to track the quantity of through Inventory, you would need to allocate these manually as you are required to select the relevant product and ensure the quantity is entered. This typically applies to crop sales, and is optional for anyone wanting to tracking quantities of items like fertiliser, chemicals, animal feed etc.