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Unallocate purchase transactions

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Summary

How to unallocate purchase transactions in Sage Accounting.

Description

How to remove (unallocate) a payment or credit note from a purchase invoice.

Unallocate transactions to:

  • You have matched the wrong payment or credit note to a sales invoice
  • Edit or delete a purchase invoice that has been paid or part paid
  • Edit or delete the supplier payment
  • Edit or delete the credit note

Resolution

When you unallocate transactions

  • The balance on your supplier account will remain the same unless you delete the payment, invoice or credit note
  • Your bank account balance is not affected unless you delete or change the value of the payment
  • The invoice status is changed to Outstanding
  • The supplier payment will remain and can be allocated once you've made the required changes, or stored and allocated to another invoice later
  • If a payment covers multiple invoices or credit notes and you unallocate one of them, the remaining transactions are not affected

How to unallocate transactions

Unallocate sales transactions in several ways depending on how the payment was allocated.

  • From the purchase invoice. From here unallocate all payments and credit notes from a single invoice. Use this when you want to edit the invoice
  • From the supplier payment. From here unallocate invoices from a single payment. Use this when you want to edit the payment. Find this on the Supplier Activity page
  • From the supplier allocation. From here unallocate payments on account or make changes where you have allocated several payments and invoices in one session. Find this on the Supplier Activity page
  • From a credit note. From here unallocate the invoices from a single credit note

Unallocate from an invoice

  1. Open the invoice from the Purchase invoice list or your Contacts List:
    • From Purchases, select Purchase invoices, and open the relevant invoice
    • From Contacts, select Suppliers, open the relevant supplier, and then the relevant invoice
  2. From the Payments section, choose the Payment link under the Amount Paid.
    This will open the Payments and Allocations screen. You will see any allocated payments or credit notes displayed here.
  3. Select the link in the Amount column.
    If your invoice was paid via allocation this opens the Account Allocation section.
    • Clear the tick box next to any credit notes or payments you want to unallocate, or if you just want to adjust the amount paid, select and adjust the Amount to Pay
    • Adjust the amount paid on the invoice to match the amount unallocated. Select next to the invoice, and reduce the Amount to Pay by the total of the unallocated payments or credit notes
    • Select Apply
    • Make sure the Left to Allocate amount is zero and Save

      If your invoice was paid via Supplier Payment clear the tick box from the invoice you want to unallocate and Save.

Unallocate a supplier payment

Do this if you want to amend or delete a supplier payment. This can be useful if a payment is allocated to more than one invoice.

  1. Open the payment from the Bank Activity or your Supplier Activity.
    • From Banking, select the bank account the payment was paid into and open the relevant payment
    • From Contacts, select Suppliers and then relevant supplier, then open the relevant payment
  2. Clear the tick box from the invoice you want to unallocate and Save.

Change the amount of the payment

Just adjust the payment amount and the amount allocated to the invoice.

  1. Change the Amount paid.
  2. If this is less than the original payment amount, reduce the amount paid on the invoice.
    • Select the pencil icon next to the Outstanding amount
    • Reduce the Amount to Pay to match the payment amount
  3. If this is more than the original amount, the extra payment will be saved as Payment on Account which you can allocate later.

Can't see an invoice?

If no invoice is shown when you open the payment, then the payment was allocated as a Payment on Account, and you'll need to edit the supplier allocation.

Unallocate payments on account

Use this method to unallocate payments on account, or when you have allocated multiple invoices, payments and credit notes in one session.

This is just money that you've received from a supplier that wasn't linked to an invoice at the time.

The date on the allocation is the day you allocated the transactions, not the date on the invoice, payment, or credit note.

  1. From Contacts, choose Suppliers and open the relevant supplier.
  2. Open the relevant Supplier Allocation.
  3. Clear the tick box next to any credit notes or payments you want to unallocate.
  4. As the amount paid on the invoice has now changed, select the pencil icon next to the invoice, and reduce the Amount to Pay by the total of the unallocated payments or credit notes.
    Image
  5. Select Apply.
  6. Make sure the Left to Allocate amount is zero and Save.

Change the amount paid

Just adjust the amount paid on the payment and the amount allocated to the invoice.

  1. Select icon next to a payment and adjust the Amount to Pay.
  2. As the amount paid on the invoice has now changed, select the icon next to the invoice, and reduce the Amount to Pay by the total of the unallocated payments or credit notes.
    Image
  3. Select Apply.
  4. Make sure the Left to Allocate amount is zero and Save.

Unallocate a credit note

  1. From Purchases and Purchase Credit Notes, open the relevant credit note.
  2. From the Payments section, choose the Payment link under the Amount Paid. This shows all the invoices allocated to the credit note.
  3. Select the link in the Amount column. This opens the Supplier Allocation.
  4. Clear the tick box next to any credit notes or invoices you want to unallocate.
  5. If you're unallocating multiple invoices or the credit note was part of paying an invoice, adjust the Amount Paid on the invoice or credit note.
    • Select the pencil icon next to the invoice, and reduce the Amount to Pay by the total of the unallocated credit notes
    • Make sure the Amount Paid matches the value of the remaining allocated invoices
  6. Click Save.



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