If a single order or credit is paid or refunded, it will generally be marked as paid within the order itself.
However there are often situations where a large number of orders or credits need to be marked as paid, or allocated against one another, with a single receipt. The payment allocation screen can be used to record these kinds of transactions, as well as facilitate other more complex workflows.
The payment allocation screen can be accessed through any of the following:
- Through a contact's contact record, in the 'Financials' box on the right-hand side of the page:
- Through a contact's mini-tab, found throughout the system:
- On the accounts receivable (aged debtors) or accounts payable (aged creditors) reports, in the 'Actions' column:
Tip: The payment allocation screen is filtered by currency. If a contact has a balance in multiple currencies, you will see a link next to each balance:
Clicking on the link next to a balance will take you to the payment allocation screen filtered for that currency. Clicking on the link at the bottom will take you to the payment allocation screen filtered to the base currency.
Navigating the payment allocation screen
The top half of the payment allocation screen provides a number of options to configure when entering a payment. The bottom half lists all outstanding invoices, credits and payments on account.
The individual fields are listed below.
|Bank account||The bank account the money is being paid into or refunded out of.|
|Adjustment account||If the balance is being written off, the adjustment account to write the balance off to.|
|Date||The tax date of the payment (or adjustment).|
|Reference number||A payment reference number. This will appear in the 'Details' of the SR or PP journal which is created.|
|Send a receipt/remittance to||Choose whether to email the contact a receipt or remittance advice detailing the payment received or sent and what it was allocated to.|
|On account||Enter an amount to pay on account.|
The invoice number the row refers to. Clicking the invoice number will take you to the relevant journal.
All rows must have an invoice reference. Payments on account will have an invoice reference starting "Accnt-" and overpayments will have an invoice reference starting "ovr_".
|Order #||The order number the row refers to (if applicable). Clicking the order number will take you to the order.|
|Date||The tax date of the invoice, credit or payment on account.|
|Due||The due date of the invoice.|
|Currency total||The total amount of the invoice, credit or payment on account. Invoices will be displayed in black, as a positive number, while credits and payments on account will be displayed in blue, as a negative number.|
|Currency paid||The total amount paid against the invoice or credit, or the amount of the payment on account already allocated.|
|Currency outstanding||The total amount left to pay (for invoices) or be refunded or allocated out to other transactions (credits and payments on account).|
|Adjustment||If writing the balance off, enter the amount to write off here.|
|To pay now||Enter the amount to be allocated here.|
|Action - pay/unpay||Click the 'Pay/unpay' button to automatically populate the 'To pay now' field with the total outstanding amount|
|Allocated||Lists the total amount to be allocated (equal to the adjustments plus the 'to pay now' amount). If fully allocated, the box will be highlighted in green; if not fully allocated, it will be highlighted in red.|
Marking an individual invoice or credit as paid
The payment allocation screen can be used to mark an individual payment or credit as paid. Follow the following steps:
- Enter the payment allocation screen
- Enter the 'To pay now' amount against the relevant invoice or credit. If paying the full amount, you will see the 'Allocated' box turn green.
- Select the bank account
- Enter the payment date
- (Optional) Enter a payment reference
- Check the payment total
- Click Submit
You will see the total at the top of the page change to match the total amount being paid:
On clicking submit, a journal will be created marking the invoice as paid, and the invoice will be removed from the payment allocation screen (if fully paid).
If partially paid, the allocated box will not turn green, and on clicking 'Submit' the invoice will still be present, with the 'Paid' and 'Outstanding' figures updated:
Paying multiple invoices
If a customer sends a single payment to cover multiple invoices you will need to receipt a single payment to create the accounting (so that is matches up with your bank reconciliation) but also mark each invoice as paid.
This is done by receipting the payment against the invoices outstanding on the customer account, rather than directly on an individual invoice.
Invoices may also be part paid by entering the amount that was paid instead of the full amount of the invoice. Where this occurs the rest of the invoice value will remain on the customer account to be paid at a later date.
The following example shows a receipt of 1900 GBP.
- A £500 sales invoice is allocated against £500 sales credit, with no affect on the money received (boxes are green).
- A £798 invoice is part paid by a £300 payment (box is red).
- A £1600 invoice is paid in full (box is green).
Allocating payments across rows
You can either type amounts directly into the "to pay now" column, or you can select rows on the left to bulk Pay or Unpay. When a row will be fully cleared, the "allocated" column turns green.
If you have an amount from a customer which you want to spread automatically across rows, you can select the rows and click Pay amount. Enter the amount into the pop-up box. The amount will be distributed across the selected rows from top to bottom.
If the amount entered is greater than the total of the rows, an "on account" payment will be added for the difference.
You can filter and sort the unpaid invoices list to prioritize the ones you want to pay first at the top.
On account payments
An on account payment recognizes that a payment was made, but it is not allocated against any invoices or credits.
An on account payment can be allocated to invoices and credits at any time, leaving any un-utilized balance as on account until it is needed.
How to record an on-account payment
- Search for and open the contact record.
- Click the Allocate payment link in the Financials information box.
- Click the Create on account payment link. If there are any existing outstanding items they will be listed, so the link can be found at the top of the screen or below the list of items.
- Enter the payment details into the displayed window, but enter no order number.
- Select the checkbox to email a receipt/remittance.
- Click Allocate payment .
The payment will be displayed on the Payment allocation screen and the accounting created. The payment will remain on the contact's account and can be allocated to invoices at a later date.