About allocating customer transactions

Money you receive from your customers should be matched to the invoices you have received. This is known as allocation. Receipts are allocated to invoices in two ways:

  • When you enter the details of a receipt, you can allocate that receipt to its associated invoices.
  • In a session - this is where you can see all outstanding transactions and you choose which ones to allocate.

When you allocate your transactions in a session, you can:

  • Enter the details of a receipt and allocate it to a waiting invoice.

    If you've paid an invoice but not yet added the details of the receipt to Sage 200cloud, you can add it directly from the Allocations screen and match it to an invoice or invoices.

  • Manually select individual receipts and their matching invoices.
  • Have Sage 200cloud automatically select the receipt and invoices to be allocated

    This adds up all the credit transactions and allocates them to the debit transactions in date order, starting with the oldest. Where amounts don't match exactly, the remaining amount is part allocated. While very quick and all outstanding receipts are allocated, using this method means you can't choose which invoices are marked as paid or write off any discrepancies as discounts.

  • Allocate the full amount or a portion of a receipt or invoice.
  • Write off allocation discrepancies as discount.
  • Cancel allocations (as long as you have not saved them).
  • Mark a transaction as under query, preventing it from being allocated.

If you find that a receipt has been incorrectly allocated to an invoice you can amend its details. You can:

  • Amend the amount that has been allocated to a particular invoice.
  • Remove an individual receipt from an allocation.
  • Undo an entire allocation.

Allocating credit notes and refunds

In the same way that invoices and receipts are allocated, refunds need to be allocated to the credit notes to which they relate. When you perform a bulk allocation exercise, you can allocate invoices to receipts and refunds to credit notes at the same time.

The transactions you match

Transaction Allocated to When this occurs...
Invoice Receipt(s)

The customer payment is received.

Allocate the receipt or receipts to the invoice or invoices they are paying.

Invoice Credit Note

When the credit note has been raised to reverse an entire invoice.

Invoice

Receipt

Credit Note

Part of an order is to be reversed and the customer has paid for the portion of the order they have taken.

Both the receipt and the credit note should be allocated to the invoice.

Invoice

Credit Note

Payment

Refund

The customer has placed an order and paid for it but the order is then to be reversed.

In this scenario:

  • The invoice and payment are allocated.
  • The credit note and refund are allocated.

Wrongly matched allocations or amounts

You can unallocate transactions that have been incorrectly allocated, or change the allocated amount within an individual match.

The transactions that won't be in the allocations list

You may find that the details of invoices or credit notes you expect to see in the allocations lists are not displayed. There are two reasons for missing transactions:

  • The invoice or credit note has been placed on hold.
  • The invoice or credit note has not been posted to the customer account.

Both of these scenarios apply to invoices and credit notes that are printed from Sage 200cloud.

What do you want to do?

Enable transactions to be allocated

Allocate transactions

Next steps

If a customer payment or refund was involved in the process, you can perform a bank reconciliation when they are detailed on your bank statement.