Allocations

The Allocations List screen is designed to help users manage and apply payments to various invoices efficiently. This view provides a detailed summary of customer payments, bank deposits, and credit notes that have remaining balances, allowing you to settle outstanding debts and track financial records accurately.

Filters Section

Filters allow you to narrow down the list of transactions to find specific entries needing allocation:

• Customer: Select a specific customer from the dropdown to view only their pending allocations.
• Date: Choose a specific date range (e.g., 10/03/2023 - 10/03/2026) to view transactions within that period.
• Show Settled: Check this box to include transactions that have already been fully allocated/settled in the list.
• Search Button: Click the green search button to apply the selected filters and refresh the table.

Allocations Table

The table displays all receipts and credits available for allocation:

• Type: Indicates the source of the funds, such as Bank Deposit, Customer Payment, or Customer Credit Note.
• # (Reference): The unique reference number assigned to the transaction (e.g., 002/2023). Clicking this number opens the original record.
• Date: The official date the payment or credit note was recorded.
• Customer: The name of the customer associated with the transaction. Clicking the name directs you to the customer's profile.
• Amount: The total original value of the payment or credit note.
• Balance: The remaining unallocated amount available to be applied to invoices.
• Allocate Action: Clicking the "Allocate" link next to the balance opens the allocation interface to link funds to specific invoices.
• Status: Displays the current state of the transaction (e.g., Open, Partially Settled, or Settled).

Allocation Status

The status badge indicates where the transaction stands in the settlement process:

• Open: The payment or credit note has not been applied to any invoice yet.
• Partially Settled: A portion of the amount has been allocated, but a balance still remains.
• Settled: The entire amount has been fully applied to customer invoices (visible only when 'Show Settled' is active).

How to Allocate

1. Locate the transaction you wish to apply in the Allocations Table.
2. Click the Allocate button next to the balance column. This will open a side panel or interface listing all outstanding invoices for that customer.
3. Enter the amount to be applied against the desired invoice(s).
4. Once saved, the system will automatically update the Balance and the Status badge in the list.

Notes

• Transactions appear in this list automatically when recorded through Journal Entries, Bank Deposits, or Customer Payments if they are not fully allocated at the time of entry.
• You can modify existing allocations by locating a "Settled" transaction and re-opening the allocation interface to adjust how the funds are distributed.