9.5. Cash Allocation
Cash Allocation only pertains to Open Item creditors. Once a payment, discount, credit note or creditor journal has been posted to an Open Item creditor it must at some time be allocated back to an invoice or invoices. This can be done during Creditor Transaction Entry, but if the transaction couldn't be allocated at that time then this option allows you to allocate manually.
Another reason you may need to use this option is if old transactions are appearing on your creditor statements. By allocating them you will clear them from the outstanding transaction listing and from the following month's statement.
When this option is selected a screen will be displayed that allows you to allocate transactions. Enter a creditor's code, or press [F2] to pop-up a list of creditors. Once you have entered a creditors code, their Name, Address, Monthly balances and last payment amount will be displayed on screen.
Press [Enter] if you wish to proceed with the allocation or [Esc] if you don't.
[F3] allows you to view the creditor's transactions.
The best procedure is to tag a payment/discount/credit note by pressing [Tab] and then tag the invoice/s that this payment covers. Tagged transactions have yellow triangles. To untag press [Tab] again. Payments/discounts/credit notes can be allocated to one or many invoices. If the transaction is a part-payment of an invoice this can be allocated against the invoice by tagging both.
When the totals at the bottoms of the screen match you can either tag another payment to allocate or press [F10] to process.
Note : If you get confused press [Esc] and start again. By pressing [Esc] you will not process any information and all tagged transactions will be untagged.
When [F10] is pressed the screen will be cleared for you to enter another creditor code. If you have no more allocations to enter press [Esc]. You will then be returned to the Creditor Control Menu.
Note : You cannot allocate payments for Brought Forward creditors.