To manage the Debtors ledger there are seven specific functions you need to learn:


1: Allocating Receipts

2: Un-Allocating Receipts

3: Special Options

4: Working Faster with Super Powers

5: Editing an Allocated Amount

6: Opening an Invoice

7: Removing a Receipt


1: THE DIFFERENCE BETWEEN OPEN AND CLOSED INVOICES ----------------


An invoice is either Open of Closed.

When closing an invoice, it either has a payment allocated to it or not.


An open invoice with a payment allocated to it will not show anything in the customers account until the invoice is closed.

When you close the invoice, both the invoice and payment will process to the debtors ledger.


If you want to remove a payment from an open invoice, simply select 'Edit



A list of receipts for the invoice will appear and you can edit the amount.


Once an invoice is close, to manage the invoice further, you need to go into the customers account.



In the picture below:


1: There are two invoices that have no amount allocated to them yet.

You can click on an invoice line and a dialog will ask if you want to open the invoice.



However if a payment has been allocated, you will need to go into 'Allocation History' to reverse the allocation.

Once done you can open the invoice, edit the receipt.


In the next section will discuss Allocating Receipts. 

If you want to know how to Unallocated a Receipt, go to the section

2: ALLOCATION HISTORY AND HOW TO UNALLOCATE ----------------------


1: ALLOCATING RECEIPTS -------------------------------------------------------------

Below is a customer's account > DATABASE > RECEIPTS


In the following screen shot, there are two payments (highlighted in red) that have not yet been allocated.




HOW TO ALLOCATE

1. In the above screen, select either 'Tag Receipts' or 'Allocate' button (as shown with green arrows) and the screen below will appear.


NOTE

In the screenshot below; a user has already tried to allocate a payment BUT they did not complete the process
(They did not select 'Post Allocation'). 

The options available include: 

a) 'Post Allocation' (Yellow button at bottom)

b) 'Clear Approved Amount and start again' (Grey button at top)



In this example we will use the grey button, 'Clear Approved Amount and start again'.


2. The best first step is to Select ONE RECEIPT only (as below).

You can only process one Credit amount/receipt at a time.



By setting the Credit Amount first, the system knows what the allocation amount is and will keep an eye on the balance.


3. Select an Invoice (Debit Amount)


At the first selection of a Debit amount, the 'Approved Amount' will automatically be selected as the value to allocate.

However if you wish to change the amount, select the amount with your mouse.

You will be prompted to 'Change the amount'.
You can set it to zero if you change your mind about allocating anything to the invoice.



4. Continue selecting Debit entries until the allocation is complete.


Normally, when the Balance = zero you will be prompted to 'Post the Allocation'.

However in the example below, the prompt has not appeared because the balance is -0.00



Tips

  • If you make a mistake, click on the amount and edit to suit.
  • If you don't get an automatic prompt to post the allocation, just select 'Post Allocation'


When you select "Post Allocation" you will automatically be brought out of the allocation screen and return to the customers account.



Additional Notes

In the above example you can see there is another receipt to allocate (highlighted in red).
Simply repeat the process of Allocating as described above.


2: ALLOCATION HISTORY AND HOW TO UNALLOCATE ----------------------

If you make a mistake in allocating a receipt, select the 'Allocation History' button
(See above "Allocation History" in red box).


When selected you will be brought to the screen below.



The screen above shows four features, as numbered.


To unallocated a receipt, you need to find the allocation and then use the button "Un Allocate"


Method

(1) Selecting a Payment Received will display what the Payment was allocated to

(2) Allocation details

(3) Select 'Un Allocate' to reverse the allocation completely

(4) Scroll through allocations


So to 'Un Allocate', select the Payment amount, check the details, and select 'Un Allocate'

3. SPECIAL OPTIONS ------------------------------------------------------------------

At the customer's Account screen, there are three special filters that are helpful:



The Filters as explained below:


Show Receipts not Allocated

Shows a list of customer (on the right) who appear to have a receipt that has not yet been allocated


Show Overdue Accounts

Shows a list of customers whose account appears to be overdue. This is calculated based on anyone who have an aged amount equal to or greater than 2 months due.


Show All

Clears the filters and shows anyone who has any amount due in any age.

4. WORKING FASTER WITH 'Super Powers' ----------------------------------------

There are two special speed functions you can activate that stay in place whilst you are logged on to the system:


See yellow button below

(1) 'Go to Allocate' - When activate 'Go to Account':

When you click on a 'Account to Review' you will automatically be taken to 'Tag Receipts' (see second screen shot below)




(2) 'Don't Ask Just Do' - When activated (click the button), when you process your allocations, instead of being prompted, the system will automatically process the most logical choices.



5. EDITING AN ALLOCATION AMOUNT ----------------------------------------------

You can edit an allocation amount by simply clicking on the amount allocated.


Example: In the screenshot below the Credit Note for $61.82 is being allocated to only one invoice for $29.90



The best sequence of allocation is as follows:


(1) Select the CR amount ($61.82) - By selecting the receipt first, the system know what value it is targeting

(2) Select the DR amount ($29.90) - This will not complete the allocation as it is not enough

To solve this:

(3) Select the CR amount again and adjust the amount you are allocating to the $29.90

(4) Select 'Post Allocation" - yellow button at the bottom.


NOTE 1: POST ALLOCATION

You can only post the allocation when the Balance equals Zero. If it does not equal zero, then edit the amounts to make zero occur.


NOTE 2: SAVING WITHOUT POSTING

You can save allocations without posting. Simply select the 'Save and Exit' button.


6. OPENING AN INVOICE -------------------------------------------------------------

If an Invoice has a payment/credit allocated to it you must un-allocate all credits before you can open the invoice.



a) Go to the Allocation History

b) Find the allocation

c) Remove the allocation


Once the CR is zero you can then remove the receipt by clicking on it (see next topic).


To open the invoice, click on the invoice.

The invoice must not have any allocations against it. (CR must = zero)



7. REMOVING A RECEIPT -------------------------------------------------------------

The receipt must not have any allocations against it. (DR must = zero)