Creditors Allocate Payments Grid

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.

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

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.

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.

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

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 above for more information.
Vend Inv#	Vendor's invoice number.	See below
Pay#	Jim2 purchase order number.	See 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.

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.

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 symbol again to hide these details.

Click the arrow symbol symbol at the left of the entries to expand each entry. Click the 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.

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.
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.