Receipt Allocation

All receipts must be fully allocated against either the customers transactions or the Ledgers before the receipt can be considered complete (inactive). This allocation phase can be separated from the receipt entry phase so that it may be carried out by accounts staff.

While you may nominate the transactions and amount to be posted by hand, for Account receipts it is usually far easier to have the computer automatically post the receipt. Automatic distribution of Account receipts uses a principle of best match, searching as follows:

• A total balance for an age or ages that matches the receipt total.

• A sequence of transactions starting from the oldest first that adds up to the receipt total.

• A single transaction balance matching the receipt total.

• A sequence of transactions starting from the oldest first and skipping one transaction that adds up to the receipt total.

• As above skipping 2 then 3 transactions etc.

• If no exact match is found then the oldest transactions are allocated until the receipt total is fully allocated. This may result in a partial allocation against the last transaction loaded to the receipt. If there are insufficient transactions to fully allocate the receipt then the balance will remain unallocated.

If the automatic distribution facility makes allocations against transactions you do not wish to be allocated, you can enter a zero amount to be allocated to these transactions (or any other amount). You can then use the auto distribution option again to allocate the amount freed by these alterations. In this event the distribution system will skip over the allocations that are already on the receipt and allocate to new transactions (assuming there are other transactions to choose from).

Note that a receipt can be processed any time. There is no need to allocate any amount of a receipt before it is processed against the files. Likewise the receipt can be partially allocated, processed, further allocated and processed as many times as is necessary. The only restriction is that once an amount is posted it can no longer be altered. Thus once the receipt amount has been posted the value of the receipt or its discount cannot be altered. Likewise once an allocation is made to a transaction from a receipt and is processed, that allocation cannot be increased, decreased or removed.

Caution. If you have a receipt for a customer that has allocations and has not been processed, then you begin a second receipt for the same customer, do not use the automatic distribution feature as it will be unable to detect the allocations already placed on the first receipt. Either process the first receipt, or remove the allocations from the first receipt and process it. Alternatively manually enter the allocations on the second receipt to ensure that the same transaction is not allocated for both receipts.