Overview
A payment will adjust the Account Balance immediately but needs to be allocated to an invoice for that invoice to show as paid.
Article Sections
- Types of Un-Allocated Payment
- View Un-Allocated Payments
- Manually Allocate Payment to Invoice
- Bulk Allocate Un-Applied Payments
- Bulk Allocate Regularly
- Automatically Apply Un-Allocated Payments when Invoice Oustanding
Types of Un-Allocated Payment
A) Deposits & Overpayments
If a customer pays you a deposit or overpays an invoice their account will be in credit, this credit will be an un-allocated payment or un-allocated part payment as there is not an invoice to which to allocate the payment.
B) Not Applied to Invoice
When adding a manual payment failure to select an invoice to be paid will result in an un-allocated payment.
View Un-Allocated Payments
1. Go to: Financial > Invoicing - Private > Payments tab.
2. Press on the Unallocated column header to bring unallocated payments to the top.
3. A payment may be part allocated/unallocated or fully unallocated.
When in an individual customer record on the billing tab unallocated payments are also indicated in the Paid/Alloc column.
Manually Allocate Payment to Invoice
4. Open any payment by pressing on the blue payment amount and see if there are any invoices to which the payment may be applied.
5. If there is an unpaid invoice then place the check slider to the left and Save Payment.
6. Repeat for any other un-allocated payments.
When on the billing tab in a customer record you can allocate unallocated payments via the Actions menu.
Bulk Allocate Un-Applied Payments
Do not use this method if you carry an advanced deposit on your customers' accounts that is a payment only. You can use this method if you carry a deposit from a deposit invoice.
7. From the Customer Tab within Private Invoicing select all your customers.
8. From the Actions menu select Bulk Allocate Unapplied Credits. Oases will then apply any un-allocated payments to invoices starting with the earliest invoice. If there are no un-allocated payments for a customer then no action will be taken.
Bulk Allocate Regularly
It is good practice to bulk allocate unapplied payments regularly as part of your accounting routine. Frequency will depend on the size of your business.
Automatically Apply Un-Allocated Payments when Invoice Oustanding
You must have credit card processing via Oases for this function.
9. When running bulk invoice outstanding with an automatic Authorize.Net or Stripe credit charge, you may wish to apply credits on account to the invoice you are about to make, and then run the credit card for the remaining balance due.
Set up your invoice outstanding per the normal instructions in tutorial IP03. Invoice Outstanding but select BULK INV OUTST W/PMT TO ZERO BALANCE.
Oases will create the invoice from the outstanding sessions to be billed, apply any un-applied payments and bill the credit card on file via Authorize.Net for the remainder.