5.5. Cash Allocation
Cash allocation only pertains to Open Item debtors. Once a payment has been received from an Open Item debtor it must at some time be allocated back to an invoice or invoices. This is usually done during Cash Receipt entry, but if the payment couldn't be allocated 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 debtor statements. By allocating them you will clear them from the outstanding transaction listing and from the next months statement.
When this option is selected a screen will be displayed that allows you to allocate transactions.
Note : You cannot allocate payments for Balance Forward debtors.
Enter a debtor's code, or press [F2] to pop-up a list of debtors.
Once you have entered a debtors 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.
The best procedure is to tag a payment by pressing [Tab] and then tagging the invoice/s that this payment covered. Tagged transactions have yellow triangles. To untag press [Tab] again. Payments can be allocated to one or many invoices. If the payment is only a part-payment of an invoice this can be also allocated against the invoice. Once 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 un-tagged.
The screen will be cleared for you to enter another debtor code. If you have no more manual allocations to enter press [Esc]. You will then be returned to the Debtor Control Menu.