| | Allocate existing transactions |
| Description | How it worksOnce matched: - The invoice shows as paid or part-paid and the outstanding amount is updated
- The balance of the customer or supplier account updates
- If you use the VAT Cash Accounting scheme, the value updates on your next VAT return
To identify unallocated sales receipts and purchase payments, use the Unallocated Receipts or Payments report. |
| Resolution | Match a single Payment on Account or a Credit Note The value is equal to the amount of the invoice > - From Contacts, select the relevant customer or supplier.
- From the Manage dropdown, select Account Allocation.
- Select the check box for the Invoice and the Payment on Account or Credit Note. The Outstanding value changes to £0.00 and the amount moves to the Paid column.
- The Left to Allocate box displays £0.00.
- Select Save.
The value is higher than the amount of the invoice > - From Contacts, select the relevant customer or supplier.
- From the Manage dropdown, select Account Allocation.
- Select the check box for the Invoice and the Payment on Account or Credit Note. The Outstanding value changes to £0.00 and the amount moves to the Paid column.
- Left to Allocate will show -£X.XX, click the pencil icon
 on the Payment on Account or Credit Note. - Change the Amount to pay box to match the amount of the Payment on Account or Credit Note.
- The Left to Allocate box shows as £0.00.
- Click Save.
The customer can apply the remaining amount to another invoice later; it will stay adjusted The value is less than the invoice > This counts as a partial payment of an invoice. - From Contacts, select the relevant customer or supplier.
- From the Manage dropdown, select Account Allocation.
- Select the check box for the Invoice and the Payment on Account or Credit Note. The Outstanding value changes to £0.00 and the amount moves to the Paid column.
- Left to Allocate will show £X.XX, click the pencil icon on the Invoice.
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Change the Amount to pay to match the amount paid by the Payment on Account or Credit Note. - The Left to Allocate box displays £0.00.
- Click Save.
This will allocate the Payment on Account or Credit Note to the invoice and adjust the remaining balance of the invoice.
Match multiple Payments on Account or Credit Notes The value of the invoice is equal to the multiple amounts > - From Contacts, select the relevant customer or supplier.
- From the Manage dropdown, select Account Allocation.
- Select the check box for the Invoice and the Payment on Account or Credit Note. The Outstanding value changes to £0.00 and the amount moves to the Paid column.
- The Left to Allocate box displays £0.00.
- Select Save.
The values of the multiple Payments on Account or Credit Notes are higher than the invoice > - From Contacts, select the relevant customer or supplier.
- From the Manage dropdown, select Account Allocation.
- Select the check box for the invoice and the Payment on Account or Credit Note or both. The Outstanding value changes to £0.00 and the amount is moves to the Paid column.
- Left to Allocate will show -£X.XX, click the pencil icon on Payment on Account or Credit Note.
- Change the Amount to pay to match the amount showing on Payment on Account or Credit Note.
- The Left to Allocate box displays £0.00.
- Click Save.
The customer can retain the remaining amount from the Payment on Account or Credit Note and apply it to a future invoice. The values of the multiple Payments on Account or Credit Notes are less than the invoice > This also counts as partially paying an invoice. - From Contacts, select the relevant customer or supplier.
- From the Manage dropdown, select Account Allocation.
- Select the check box for the invoice and the Payment on Account or Credit Note. The Outstanding value is changes to £0.00 and the amount moves to the Paid column.
- Left to Allocate will show £X.XX, click the pencil icon on the Invoice.
- Change Amount to pay to match the amount showing on Payment on Account or Credit Note.
- The Left to Allocate box displays £0.00.
- Click Save.
This will allocate the Payment on Account or Credit Note to the invoice and adjust the remaining balance of the invoice. |
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