From the Allocate Payments tab, you can see which payments were applied to invoices, and the date of those payments. When you open a 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 a payment.
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If the Payment Approved tick box is not ticked against an invoice, you cannot apply payments or credits to that invoice. There is a default setting in Tools > Options > Purchase where you can select Payments are Approved by default.
This default setting largely depends on the workflow in your business as to who is ordering the goods and approving creditor invoices/POs for payment.
If the person finishing the POs (ie. checking them against the vendor invoices prior to finishing) is the person who is responsible for approving the invoices for payment, it makes sense for the default to be set as Approved.
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. You can filter the view by clicking Change Filter and selecting criteria as required.
If you click the 
symbol to the left of an invoice that has payments applied to it, you can see the details of the payment(s), ie. the payment number and the date of the payment.
The Allocate Payments tab of the Creditor screen displays the purchase order list, and records information relating to the payment information, ie.
Field |
Explanation |
Note |
|---|---|---|
Payment Approved |
Ticked if payment for this PO is approved. |
|
Vend Inv# |
Vendor's invoice number. |
See |
Pay# |
Jim2 purchase order number. |
See |
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 be paid 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. |
below
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Whether you see the Vend Inv# or the Purchase# field in the collapsed view depends on the selection you made in Tools > Options > Purchase. However, if you click the |
Additional Options |
Explanation |
|---|---|
Include fully paid Purchases |
Tick this box to show all paid purchases. |
Arrow ( |
Click the |
Auto Payment |
Click this once you have entered payment information, and do not want to manually allocate it to the invoices. This method will allocate the payment to the oldest outstanding amounts first. You must sort your list so that the oldest is at the top first. |
Clear Payments |
This will clear any payment entry allocations. Your payment information – type, amount, etc. will remain. Only the allocations will be cleared. |
If you right click within the grid, you will see more options:
Drop-down Option |
Explanation |
|
|---|---|---|
Apply to Purchase |
Apply the payment to this selected purchase. |
 |
Auto Payment |
Auto apply a payment to the oldest purchase first. |
|
Recalculate Discount |
Recalculate the discount of this 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: