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Purchase Invoice Allocation

Shinjinee Sarkar
  • Updated

To allocate, complete one of the steps given below.

Note: At least one unallocated invoice and receipt are available.

To allocate from the Supplier Account

1. Log in and from the Business page, click the required business.

2. The Customers page appears. On the left panel, click Purchases > Suppliers.

3. The Suppliers page appears. Click the 'drop-down' icon for the corresponding supplier record and from the inline menu, click Allocation.

4. The Invoice Allocation page appears. It shows the payments and invoices. See below.

You can do the following actions on this page:

 

Allocate Payments to Invoices

    1. The Invoice Allocation page displays all payments and invoices. Note that for successful allocation, the figure in the Left to Allocate field must be zero, post-allocation.
    2. To have BrightBooks allocate the payments, click Auto Allocate.
    3. Auto-allocation gives you no control over the allocation. See below the way the payments are allocated. Note the Left to Allocate field displays zero.

OR

 

To allocate manually and create a payment from the Invoices and Credit Notes page

  1. To manually allocate, under the Invoices heading, click on the dropdown on the right side of the Invoice, select Pay, enter the payment amount, as appropriate, under the Paid heading.
  2. To save the allocation, click Save.

Use the above allocation option if you need to mark the invoice as paid and create a Payment.  if you already have a Payment posted on the account to allocate to the Invoice, please follow the steps below as completing the above will create a new Payment, which will cause a duplication.

  OR

 

To allocate an existing payment on the Payments page

  1. Log in and from the Business page, click the required business.
  2. Click on Banking on the left panel, select Payments.
  3. Find the payment you want to allocate, and on the dropdown select allocation.
  4. Tick the Invoice(s) you want to allocate to the Payment.
  5. Click Save to save the allocation.

Use the above allocation option if you already have an existing payment to allocate against the invoice.

 

Tick the box beside the Date heading

This is another way to allocate payments to invoices.

    1. When you tick the tick box beside the Date heading for both payments and invoices, the total payment’ and invoice amounts are moved under the Paid heading. However, to successfully allocate by this method, the payments and the invoices’ amounts must be equal.

Editing Incorrect Allocations and Transactions

If incorrect payment allocations need to be corrected, go to the payment or receipt, use the dropdown on the right to select allocation, and then click 'reverse' or untick the allocation box before saving.

 

Allocating Non-Supplier Payments

When dealing with payments that have been processed as non-supplier payments, they cannot be allocated to supplier invoices. If you encounter this issue, it is likely because the transaction is not categorized as a supplier payment. Ensure that the payment is correctly categorized and repost it if necessary to allow allocation to invoices.

 

Purchase Invoice Marked as Paid when it is Not Allocated

If a purchase invoice is showing as paid but it is not allocated to a payment yet please try the following:

  1. Do a nominal validation check on the account via settings to identify issues.
  2. Run a nominal recalcualtion via settings.
  3. For allocation errors try to unallocate and reallocate the transactions.
  4. For any other errors relatinng to soecific transactions try open and re-save them.