Customer Enquiries - Amount Type |
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Customer Allocations - Amount Type Method
Go to Customer > Enquiries or Customer > Lookup
Right-click on the customer and select Open Enquiries.
Customer Allocations allow you to match customer payments, credit notes, and other credits against outstanding invoices, ensuring that account balances and ageing information remain accurate.
Customer Allocations |
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Allocation Amount |
Allocation AmountUse the Allocation column to enter the amount you want to allocate against a transaction. Tip: Double-click to insert the amount automatically or right-click for options.
Unmatched AllocationsWhen a payment or credit note is not allocated to an invoice, it becomes an unmatched allocation.
Unmatched allocations: Remain on the customer's statement. Appear as unallocated credits. Must be assigned to one or more invoices before the account accurately reflects what is outstanding.
Allocating Payments:A single payment can be allocated to multiple invoices, which is common when a customer pays several invoices with one payment.
To simplify the allocation process, enable Auto Allocate on the Customer form.
When enabled, Smart-IT can automatically allocate payments according to the allocation rules configured for the customer.
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A. Note |
Allocation NotesThe A. Note column is used to group and identify related allocations.
Common UsesLink One Payment to Multiple Invoices
Enter a unique reference number, such as an Audit Number, payment reference, or remittance number, in the A. Note field.
This allows you to: • •Link a specific payment to multiple invoices. •Filter transactions using the reference number. •Quickly view all invoices associated with a particular payment.
Record Allocation Information The field can also be used to capture notes relating to:
•Payments •Credit notes •Remittances •Allocation explanations •Other account-related information
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Viewing Accounts Needing Allocation
Accounts with unmatched payments or credits can be identified using the following methods.
Option 1: Statements and Allocations
Select one of the following options:
Go to Customer > Statements Allocations
•Click Customers That Must Be Allocated or
•Click Auto Allocate Accounts Marked Auto Allocate
oPerforms a bulk allocation process for customers marked as Auto Allocate (or Auto Reconcile) on the Customer form.
oOnly customers configured for automatic allocation will be affected.
Option 2: Age Analysis
Go to: Customer > Age Analysis
1. Look for the 180 day column.
2. Right-click the customer to allocate and select Open Enquiry & Allocations
Why Allocations Are Important
If customer allocations are not completed, account balances and ageing reports may become inaccurate.
Example:
•If an April invoice is paid in May, but no allocation is done, the aging will show:
•April: Outstanding invoice amount
•May: A credit for the payment
This misrepresentation can affect financial reporting.
Auto Allocations
Auto Allocation can help reduce manual processing by automatically matching payments to the oldest outstanding invoices.
Limitation: Auto allocations may not always be 100% accurate, especially when credit notes are involved.
Allocation Status Colour Codes
In Customer Enquiries, Customer Allocations, and related forms, the Allocation column uses colour indicators to show the allocation status of each transaction.
•Green – Fully Allocated
The full amount of the invoice has been allocated.
•Red – Not Allocated
No allocation has been made against the transaction.
•Yellow – Partially Allocated
Only part of the transaction amount has been allocated.
