Allocate wire transfer payments to a debtor’s invoices, giving an overview of all the due and paid invoices in the Account statement (Back office) page

Allocating payments in the Account Statements page info:

  • The Account statements (Back office) pages gives an overview of all debtors invoices per Administration. Clicking on any debtor opens the debtor’s invoice summary allowing for payment allocations directly to an invoice.

  • The Account statements (Back office) page is suited for viewing all due invoices by debtor and quickly allocating received wire transfer payments created in the Payments (Back office) page to due invoices.

  • Debtor’s invoices will show based upon the Administration cut-off invoice date, this is set on activation. See Activating an Administration for more information.

For more information and related how to pages see Wire transfers and Payment allocations page.

Contents:

How-to video

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Instructions

Ensure wire transfer is already created

Ensure that the wire transfer is already created in the Payments (Back office) page. Wire transfers cannot be created in the Accounts statements page. See How to manually add a Wire Transfer payment or How to upload wire transfer payments from bank file statements.

  1. Navigate to the Account statements back office page. Tip: use keyboard shortcut ALT + A for direct navigation.

Find and select debtor for payment allocation

  1. Scroll to find the debtor that requires payment allocation or use the ‘Debtor’ filter to search for debtor.

  2. Once found, click on the debtor row. This will expand the row inline to show the debtor’s due and paid invoices.

Multiple debtor rows for due invoices for each administration may show if the ‘Administrations’ filter is blank

Select due invoice for allocation

  1. Click on the debtor’s invoice row in the ‘Due invoices’ table to open the pop-up menu

  2. Click on the ‘Allocate payment’ option to open the allocate payment inline dialog.

Choose wire transfer for allocation

  1. In the Allocate payment area, click ‘Search wire transfers’ field to show all available wire transfers. If none are found, then they must be created in the Payments (Back office) page first assigned to the debtor.

  2. Click on the correct wire transfer payment. The ‘From’ and ‘Description’ fields shown can be used in deciding which is the correct wire transfer.

Wire transfers that have no ‘From’ debtor (Unknown) are available to all debtors. They should be assigned to the correct debtor to ensure payments are not used incorrectly elsewhere.

Allocate payment amount

  1. Enter in the ‘Amount to allocate’ amount for the due invoice, this will default to the full amount if funds are available. If the ‘To be allocated’ amount for the wire transfer does not fully pay the invoice, two options are available to continue:

    1. Allocate as payment difference’ - Invoice is fully paid with the difference booked as a payment difference against the wire transfer payment. This is useful for small amounts that are not worth the effort to follow-up with the debtor, or currency exchange differences.

    2. New amount due’ - Invoice is partially paid with the wire transfer amount allocated to the invoice. The wire transfer amount does not fully pay the due invoice with a new amount due is set for a follow-up wire transfer payment.

  2. Optional: Enter any ‘Payment allocation remarks’ for audit purposes.

  3. Click ‘OK’ to confirm the payment allocation.

Due invoice becomes fully paid and moves to the ‘Paid invoices’ table.

Multiple debtor’s due invoices can be fully paid from wire transfers in this screen quickly. Repeating the above process.