Allocate Customer Payment or Credit Note

Allocate Customer Payment or Credit Note

This guide will help you allocate customer payments or credit notes in our ERP system. Follow these steps to efficiently manage unpaid invoices and credit notes.

1. Overview

Allocating customer payments or credit notes ensures that all customer transactions are correctly applied to their respective invoices. This process helps maintain accurate financial records and customer balances.

2. Allocation of Customer Paid Amount

This section covers the steps to allocate a customer's paid amount that has not been fully applied against invoices.

1. Access Unapplied Payments:
   • Click on the link to view all unapplied amounts.
   • A list of all unapplied customer payments will be displayed.
2. Start Allocation:
   • Click on the "Allocate" icon on the right side of the desired payment.
   • The allocation user interface will appear, showing all outstanding invoices for that customer.
3. Allocate Payment:
   • Click "All" to apply the full invoice amount.
   • Click "None" to clear the allocation.
   • If the available amount is less than the outstanding invoice amount, the system will automatically apply up to the maximum available amount against the invoice.
   • Alternatively, manually enter the amount in the "This Allocation" box.
4. Process Allocation:
   • Once the amount is correctly applied, click the "Process" button to complete the allocation.

3. Allocation of Customer Credit Notes

This section covers the steps to allocate customer credit notes that have not been fully applied against invoices or payments to customers.

1. Access Unapplied Credit Notes:
   • Click on the link to view all unapplied credit notes.
   • A list of all unapplied customer credit notes will be displayed.
2. Start Allocation:
   • Click on the "Allocate" icon on the right side of the desired credit note.
   • The allocation user interface will appear, showing all outstanding invoices for that customer.
3. Allocate Credit Note:
   • Click "All" to apply the full invoice amount.
   • Click "None" to clear the allocation.
   • If the available amount is less than the outstanding invoice amount, the system will automatically apply up to the maximum available amount against the invoice.
   • Alternatively, manually enter the amount in the "This Allocation" box.
4. Process Allocation:
   • Once the amount is correctly applied, click the "Process" button to complete the allocation.

4. Tips and Best Practices

• Ensure all customer payments and credit notes are reviewed regularly to avoid unapplied amounts.
• Double-check the allocation amounts before processing to prevent errors.
• Use the "All" and "None" options for quick allocation when dealing with multiple invoices.

5. Troubleshooting

• If the allocation interface does not display, ensure your browser is compatible with the ERP system.
• For any discrepancies in amounts, verify the payment or credit note details with the customer records.