Overview:

The Customer Payment Allocation screen in TamilAccounting ERP is designed to help users manage and allocate payments to various invoices efficiently. This screen provides a detailed list of customer payments, including bank deposits, along with their allocation status. Users can easily allocate payments to settle invoices and track which payments have been fully or partially settled.

Payments and Allocation:

When a payment is recorded without allocation or is not completely settled with invoices, those payments are listed here in the Allocations List tab. This tab helps identify pending allocations, including partially allocated payments, allowing you to allocate the payment to the correct invoice.

You can make a payment in three ways:

1. Journal Entry
2. Bank Payment
3. Customer/Supplier Payment

All these entries appear in the Allocations tab, where you can allocate them using the "Allocate" button. This feature also allows you to change the allocation from one invoice to another, enabling modifications to your allocations as needed.

Key Sections:

1. Filter Panel

   • Customer: Use the dropdown to select a specific customer or view payments for all customers.
   • Date Range: Choose a date range to display payments made within that period.
   • Show Settled: Check this box to include payments that have already been settled.
   • Search Button: Click this button to apply the filters and refresh the list according to the selected criteria.

2. Customer Payments Allocation List

   • Type: Indicates the type of transaction, such as "Bank Deposit" or "Customer Payment."
   • # (Number): Displays the payment reference number. Clicking this number allows you to view detailed information about the payment.
   • Date: The date the payment or deposit was received.
   • Customer: The name of the customer who made the payment. Clicking the customer's name directs you to more detailed customer information.
   • Amount: The total amount of the payment or deposit.
   • Balance: The remaining balance that has yet to be allocated to invoices.
   • Status: Indicates the allocation status of the payment:
     • Open: The payment has not been fully allocated.
     • Partially Settled: Part of the payment has been allocated to invoices.
     • Settled: The payment has been fully allocated (this status is displayed if "Show Settled" is checked).

3. Allocate Button

   • Allocate Button: Next to each payment, there is an icon resembling a link or chain. Click this button to open the allocation interface, where you can allocate the payment to one or more invoices.
   • Status Change: After allocation, the status of the payment will automatically update to reflect whether it is partially settled or fully settled.

How to Use:

1. Filtering Payments

   • Use the filter panel at the top of the screen to narrow down the list of payments by customer, date range, or settled status.
   • Click the "Search" button to apply the filters and view the relevant payments.

2. Allocating Payments

   • Locate the payment you want to allocate in the list.
   • Click the "Allocate" button next to the payment. This will open the allocation interface, allowing you to select the invoices you wish to apply the payment to.
   • Once allocations are made, the system will update the payment’s balance and status accordingly.
   • If the payment is fully allocated, the status will change to "Settled"; if only partially allocated, it will display as "Partially Settled."
   • You can also modify the allocation by changing it from one invoice to another, ensuring that your allocations are accurate and up-to-date.

3. Tracking Settled Payments

   • To view payments that have already been settled, check the "Show Settled" box in the filter panel.
   • Settled payments will appear in the list with a status of "Settled," indicating that the payment has been fully allocated.

Tips:

• Efficient Allocation: Regularly review the list and allocate payments promptly to ensure accurate financial tracking.
• Use the Filter Panel: Filtering by date range or customer can help you quickly find specific payments that need to be allocated.
• Track Open Balances: Keep an eye on the "Balance" column to identify payments that still need to be allocated.
• Modify Allocations: If necessary, use the allocation feature to adjust or correct payment allocations between invoices, keeping your financial records accurate.

This documentation is designed to guide users through the process of managing and allocating customer payments, ensuring that invoices are properly settled, and financial records are kept accurate and up-to-date.