Allocations
The Allocations List is where incoming money is matched to the invoices it pays. It gathers every customer payment, bank deposit and credit note that still has an unapplied balance, so you can settle outstanding debts and keep customer balances accurate.
Where to find it
Go to Sales > Allocations.
Allocation is not optional bookkeeping. Until a payment is allocated, the invoice it paid still shows as outstanding — so a customer who has paid can appear as a debtor, age into your overdue reports, and even be blocked by their Credit Status.
Filters Section
| Filter | What it does |
|---|---|
| Customer | Show only the pending allocations for one customer. |
| Date | Restrict to transactions in a date range. |
| Show Settled | Include transactions that have already been fully allocated. |
| Search | Apply the selected filters and refresh the table. |
Allocations Table
The table lists every receipt and credit available to allocate.
| Column | Description |
|---|---|
| Type | Where the funds came from — Bank Deposit, Customer Payment, or Customer Credit Note. |
| # (Reference) | The transaction reference, for example 002/2023. Click it to open the original record. |
| Date | The date the payment or credit note was recorded. |
| Customer | The customer the transaction belongs to. Click the name to open their profile. |
| Amount | The original value of the payment or credit note. |
| Balance | How much of it is still unapplied and available to allocate. |
Allocation Status
| Status | Meaning |
|---|---|
| Open | Not yet applied to any invoice. |
| Partially Settled | Some of the amount has been allocated; a balance remains. |
| Settled | Fully applied to customer invoices. Visible only when Show Settled is ticked. |
How to Allocate
- Find the transaction you want to apply in the Allocations Table.
- Click Allocate next to the balance column. A panel opens listing that customer's outstanding invoices.
- Enter the amount to apply against each invoice.
- Save. The system updates the Balance and the status badge in the list.
Notes
- Transactions appear here automatically when recorded through Journal Entries, Bank Deposits or Customer Payments, if they were not fully allocated at the time of entry.
- You can change an existing allocation: find a Settled transaction with Show Settled ticked, re-open the allocation panel, and redistribute the funds.
Related pages
- Customer Payments List — where unallocated payments show up
- Customer Payment — record and allocate in one step
- Credit Notes List — credits awaiting allocation
- Invoices — the debt being settled
- Customer Credit Status — how unsettled balances block sales