Creditors Allocate Payments Grid

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Which payments that were applied to which invoices can be seen in the Allocate Payments tab, along with the date of those payments. In an open creditor's record, the Allocate Payments tab is displayed, showing all outstanding invoices at that point in time.

 

paidnow

 

To allocate payments, double click in the Paid Now field and enter the amount when entering the payment.

 

Info

If Payment Approved is not ticked against an invoice, payments or credits cannot be applied to that invoice. There is a default setting in Tools > Options > Purchase to allow payments to be approved by default.

 

payapproved

 

This default setting largely depends on the workflow as to who is ordering the goods and approving creditor invoices/purchase orders for payment.

 

If the person finishing the purchase orders (ie. checking them against the vendor invoices prior to finishing) is the person who is responsible for approving the invoices for payment, tick Payments are Approved by default.

 

If the responsibility lies with different people, typically the default setting would be for this not to be ticked, so the person paying the creditor would select the invoices that are approved for payment and only pay those that are approved.

 

To view all invoices, tick Include fully Paid Purchases. Filter the view by clicking Change Filter and choosing criteria as required.

 

incfullypaid

 

Click arrow symbol to the left of an invoice that has payments applied to it to see details of the payments.

 

paymentdetails

 

The Allocate Payments tab in the Creditor screen displays the purchase order list, and records information relating to the payment information.

 

Field

Explanation

Note

Payment Approved

Ticked if payment for this purchase order is approved. See Info (small) above for more information.


Vend Inv#

Vendor's invoice number.

See Info (small) below

Pay#

Jim2 purchase order number.

See Info (small) below

Date

The date of the purchase.


Purchase Amt

The total amount of the purchase.


Paid Amt

The amount that has been paid.


Discount

The amount of early payment discount available on that purchase (according to the payment terms).


Account Fee Discount

The amount of the account fee on that purchase.


Paid Now

The amount that has been applied to that purchase in the current session.


Balance Due

The balance due on that purchase.


Date Due

The date that the purchase is due for payment.

If the due date has already passed, the text in this field will be displayed in red.

Paid By

The method of payment – cash, cheque, etc.


Comment

Any comment that is attached to the payment.


 

Info

Whether the Vend Inv# or the Purchase# field is seen in the collapsed view depends on the selection made in Tools > Options > Purchase. However, clicking arrow symbol at the top left of the grid will show both of these fields, as well as the From# field.

 

extracreditorfields

 

Additional Options

Explanation

Include fully paid Purchases

Tick this box to show all paid purchases as well.

Arrow (arrow symbol) beside fields

Click the arrow symbol symbol at the left of the Payment Approved field to show payments and returns that have been applied against this invoice. Click the arrow symbol symbol again to hide these details.

 

Click the arrow symbol symbol at the left of the entries to expand each entry. Click the arrow symbol symbol again to hide these details.

Auto Payment

Select this once payment information has been entered to automatically allocate it to invoices. This method will allocate the payment to the oldest outstanding amounts first.

 

Info

Note: Sort the list first so that the oldest is at the top.

Clear Payments

This will clear any payment entry allocations. Payment information – type, amount, etc. will remain. Only the allocations will be cleared.

 

Right click within the grid to see more options:

 

Dropdown Option

Explanation


Apply to Purchase

Apply the payment to selected purchase.

rccreditors

Auto Payment

Before selecting this, sort the list first so the oldest is at the top. Automatically apply a payment to the oldest purchase first.

Recalculate Discount

Recalculate the discount of selected line.

Clear Payments

Any payment allocations will be removed.

View Purchase #

View the selected purchase order.

Expand

Expand view to show payments and returns that have been applied against this invoice.

Collapse

Restore the single row view for that invoice.

Expand All

Expand view to show payments and returns that have been applied against all invoices.

Collapse All

Restore the single row view for all invoices.

Export Data

Export data from the grid to a spreadsheet.

Print/Print Preview

Self explanatory.

Copy/Copy All/Copy Row

Self explanatory.

 

Further information

Further information

Central Billing in Creditors

Creditor Form

Creditors List

Creditors Payments Tab

Creditors Documents Tab

Creditors Notes Tab

Creditors Opening Balances

Creditors Reports

Apply a Credit/Prepayment

Cancel a Payment/Cheque

Clear Small Creditor Balances

Create a Creditor Refund

Creditors Adjustments Up and Down

Enter a Credit

Enter a Payment

Enter a Prepayment

Discounts and Account Fee entries

Manage Payment Returned from Bank

Reversal Entries

Reverse Discounts and Account Fees

Send a Remittance Advice

Show Invoices Due

Unallocate a Payment