The Supplier Allocations list is where money you have paid out and credits you are owed get matched to the bills they settle. It gathers every supplier payment and debit note still carrying an unapplied balance, so supplier ledgers reflect what is genuinely outstanding.
Where to find it
Go to Purchases > Allocations.
Allocation is not optional bookkeeping. Until a payment is applied, the invoice it paid still shows as outstanding — so a supplier you have already paid appears on your ageing report as a creditor, and the credit you hold with them goes untracked.
Filters Section
| Filter | What it does |
|---|
| Supplier | Show open credits for one vendor. |
| Date | View unallocated transactions within a date range. |
| Show Settled | Include transactions that have already been fully allocated. |
Allocations List
| Column | Description |
|---|
| Type | Whether the credit is a Supplier Payment or a Supplier Debit Note. |
| Reference | The reference of the payment or debit note. Click it to open the original record. |
| Date | The date the transaction was recorded. |
| Supplier | The vendor the credit belongs to. |
| Amount | The original value of the credit transaction. |
| Allocated | How much of it has already been linked to bills. |
| Balance | What remains available to allocate. |
Allocation Status
| Status | Meaning |
|---|
| Open | Not yet applied to any invoice or expense. |
| Partially Settled | Some of the amount has been allocated; a balance remains. |
| Settled | Fully applied. Visible only when Show Settled is ticked. |
How to allocate
- Find the payment or debit note in the list.
- Click Allocate next to the balance. A panel opens listing that supplier's outstanding invoices and expenses.
- Enter the amount to apply against each bill.
- Save. The balance and status update in the list.
Notes
- Transactions appear here automatically when a supplier payment or debit note is recorded without being fully allocated at the time of entry.
- You can change an existing allocation: tick Show Settled, re-open the allocation panel, and redistribute the amount.
- Both sides of the supplier ledger allocate here — money you sent, and credits the supplier owes you.
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