Once you have recorded a receipt against a customers account, you will need to allocate the receipts against close invoices or journal entries.

Handy Feature

If you are using a 1080P screen resolution you will see a list box on the right hand side of the "Current Transactions" screen.

1. Show Allocations required or Overdue Invoices

2. Select to set "On click, go to the 'Allocate Receipts' screen" (Faster way to process allocations)

3. List of contacts is shown here

How to Process Allocations

  1. From the database, select 'Receipts'

  2. Or from the Debtors menu select 'Debtors'...

    ... and then select 'Customer Accounts'

  3. Which will take you to the "Current Transactions" screen.
    In the example below we can see a receipt that has not yet been allocated.
    Select the 'Tag Receipts' button

  4. At this screen; start the allocation process by selecting a receipt with your mouse.
    You can also select an invoice first if you prefere.

  5. Next select an Invoice (Debit) you wish to Approve the Amount of and allocate to this receipt.

  6. In most circumstances the amount of the Debit to allocate will be the full amount.
    However in some case it will not be a clean allocation. The system will see this and only allocate the 'Balance" remaining.

    For example; in the screen below we have a receipted balance of -$387.00 to allocate but invoice 52557 wants $437.00 to settle.

    Note: You can edit any allocated amount (DR or CR where an amount has been approved) by selecting it a second time with your mouse. For example: Customer pays $300 but the invoices value is only $299. Approve the $300 with the first click, then click once more and edit the payment allocation to the $299.

  7. If you have not finished allocating but need to leave the screen, select the button 'Save and Exit' and any approved amounts will be saved (not posted) so you can return and finish your allocations later on.

  8. There are two ways to 'Post the Allocation'.
    a) When the system sees that the Balance = zero it will prompt you to post the allocation.

    b) Or if you decline the offer you can review your selections and then select the button 'Post Allocation'.

    Note: It will not post if the balance is not zero

  9. The screen has several special functions:

    (1) Clear the Approved Amounts and start the allocation process again
    (2) Change the display sort order
    (3) Report or export the current details
    (4) Filter the display. Handy if you have a lot of allocations to do.
    Filter 'Not Approved' and any that are approved will be hidden so you can just work with the remaining items.

  10. To view Payment History or unwind an allocation, at the 'Current Account' screen, select 'Payment History'

  11. The Payment History screen shows you how transactions have been allocated

  12. By selecting an allocation, what it has been allocated to shows on the left.

  13. If required, you can 'Un Allocate' once you have selected an allocation:

    To re-allocate, just go back into the 'Tag Receipt's' Screen.

  14. Allocations appear in the invoice screen

  15. Adjusting an Account
    The new allocation and un-allocation method is designed to reduce the need for administrators to edit people's accounts. However there will be circumstances where you need to make Journal entries.

    There are lots of ways to adjust a customer's account:

    a) Open the original invoice, edit it, close it again
    b) Make a credit Note
    c) Add a Journal Entry
    d) Pay a Refund

    These techniques are detailed next

  16. To open an invoice there are two scenarios:
    1. It has no payments allocated to it yet
      Go to the customer's 'Current Account' screen and locate the closed invoice

    2. Allocations have been made to an invoice

      Locate the invoice allocation and unallocate the Credit