Allocating Receipts & Payments
Normally when a receipt is processed, it is allocated to some or all of the outstanding invoices. However, there are circumstances when it is not possible to allocate the full amount:
Therefore there is a need to allocate receipts to invoices after the event.
Printing a List of Unallocated Receipts
Allocating Unallocated Receipts
Fixing Unallocated Receipt/Reverse Receipt Pairs
If an unallocated Receipt is reversed, the Reverse Receipt will also be unallocated, and this creates a pair of receipts which add to zero but float around in the system as unallocated.
To fix this, use the method described above to allocate both receipt entries to the same invoice: once for the positive receipt, and once for the negative receipt. Be sure to allocate both receipts to the same invoice.
If there are no unallocated invoices available to allocate the receipts to, click Show fully paid transactions. The system now shows all the customer's invoices. Allocating an unallocated receipt/reverse receipt pair is simply a matter of choosing an invoice to allocate them to; it does not particularly matter which. But a reasonable practice is to choose the most recent invoice.
Note that when you allocate the second receipt, the invoice you allocated the first receipt against will automatically appear in the unallocated list since it has now been either underallocated or overallocated and its outstanding balance is no longer zero. So you only need to use Show fully paid transactions once. When the second receipt is allocated to it, its balance will return to zero.
If the customer has no invoices, and the receipt/reverse receipt pair is actually a correction entry against an inactive customer, create a zero invoice for the customer. You may find it convenient to create a special stock code for this purpose — define it as Comment and the item will not appear in any reports.
NB. This article applies also for allocating payments to purchases in Accounts Payable.
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