Allocate Supplier Payments and Other Documents

Content

  • Manually Allocate Supplier Payments
  • Auto Allocate Supplier Payments
  • Allocate Multiple Payments
  • Allocate Credits Against Supplier Outstanding Documents

Supplier documents such as payments and credits can be allocated fully or partially to the customer outstanding balances using the Allocate tab in the Supplier Payment form. From this tab, you can view available payments and credits that you can allocate against the supplier’s outstanding balances. The user can also track available or unallocated amounts and allocate later to future outstanding documents. Documents from the Allocate tab can be allocated against the outstanding documents listed in the Bills and Refunds tab.

 

Steps

Note that only unposted or unallocated payments may be amended.

From the Supplier module, select Payment > Find Payment. The supplier payment search screen will display. Select the supplier payment in the list to display the Payment form.

 

MANUALLY ALLOCATE SUPPLIER PAYMENTS

  • Select the document(s) in the Allocate tab and select the document(s) to which they will be allocated against in the Bills and Refunds tab e.g. select a payment in the Allocate tab and an invoice from the Bills and Refunds tab.
  • In the Allocate column, specify the amount to allocate from the document in the Allocate tab.
  • Note that there should be no allocation difference in order to save the allocation. You can either select another document in the Allocate tab or amend the allocated amount in the Allocate column of the document in the Allocate tab.
  • Make sure to check the Bill type under the Bills and Refunds tab as well as the payment allocated to have a zero allocation difference.
  • Click on the Save button from the Allocate tab to apply and save the document allocation.
 

AUTO ALLOCATE SUPPLIER PAYMENTS

  • The Aged Debts tab of the Supplier detail form allows you to review the supplier debts and payments.
  • When in the Allocate tab, click on the Auto Allocate button.
  • Notice that the supplier payments and/or credits are allocated against the highest outstanding balance in the Bills and Refunds tab, the second highest and so on. Also, note that potential discount from the payment terms are calculated and deducted from the outstanding balance amount. Note that there should be no allocation difference in order to save the allocation. You can either select another payment or credit document in the Allocate tab or amend the allocated amount in the Allocate column of the document in the Allocate tab.
  • Click on the Save option from the Allocate tab to save the allocation.
 

ALLOCATE MULTIPLE PAYMENTS

Multiple payments can be allocated against one outstanding balance document (e.g. invoice, void payment). To do this:

 
  • Select payments(s) from the Allocate tab and enter the amount to allocate in the Allocate column.
  • Select the outstanding document (e.g. bills, void payment, opening balance invoices or refunds) from the Bills and Refunds tab.
  • Click on the Save button from the Allocate tab to save the allocation.
 

Likewise, you can allocate a single payment to multiple outstanding balances. To do this:

  • Select the payment from the Allocate tab.
  • Select the outstanding balance document(s) from the Bills and Refunds tab.
  • Click on the Save button from the Allocate tab to save the allocation.
   

ALLOCATE CREDITS AGAINST SUPPLIER OUTSTANDING DOCUMENTS

Supplier credits can be allocated against outstanding balances. To do this:

  • Select a credit memo document from the Allocate tab.
  • Specify the amount to allocate in the Allocate column.
  • Select an outstanding balance document in the Bills and Refunds tab to allocate the amount to.
  • Click on the Save button from the Allocate tab to save the allocation.
 

There should be no allocation difference (Allocation Difference is 0.00) in order to save the allocation. You may select another document to use up the remaining payment amount.

 

Related Links

  • Friday, 12 October 2012