Bill Payment Allocations

Bill Payment Allocation is an accounts posting screen. The posting code shown for this type of posting is ALL.

When to use this posting...

Use Bill Payment Allocations to allocate payments and credit notes that have not previously been allocated. As well as using Bill Payment Allocations separately as described here, you can also allocate as an integral part of posting an Office Bill Payment or Bill Posting.

Example

A cheque has been received from a client for a payment on account. The payment was posted using Office Bill Payment but wasn't allocated to a bill at that time, so now needs allocating

What's affected by this posting...

Bills ledger

To create the posting:

Access the Postings menu.
On the Postings menu, click Office and then Bill/Payment Allocations.
On Allocations (and on Allocation, which opens when you double-click an item you want to allocate), complete the fields as set out in the table below.
When you have finished, click Save & Exit to save the posting and close the screen, or click Save to save the posting but leave the screen open for another posting.

Field	How to use this field
Ref	Client and matter reference. If screen is opened via Accounts Enquiry with a matter displayed, Ref: is pre-populated. Alternatively, type the reference or click to use client or matter searches, the for the client's other matters, if any, or for recent and favourite matters.
Desc	Description of the matter, hyperlinked to the matter record. If screen is opened via Accounts Enquiry with a matter displayed, Desc: is pre-populated.
Client	Client associated with the matter, hyperlinked to the client record. If screen is opened via Accounts Enquiry with a matter displayed, Client: is pre-populated.
Allocation Details tab
Date	The date of the allocation. Defaults to today but you can change it.
Description	Defaults to Bill/Payment Allocation and you don't need to change this.
Reference	Defaults to Reference and you don't need to change this.
Unallocated Credit Notes and Cash	Lists office bill payments and credit notes, for this matter, that have not yet been fully allocated. Shows the amounts allocated and unallocated. Double-click an item to open Allocation and allocate the item.
ALLOCATION - Bill Allocation tab
Outstanding Bills - Bills/Credit Notes	Lists either unallocated bills or credit notes for this matter, dependent on the item you are allocating. Double-click the bill or credit note to which you want to allocate the item. On Bill Allocations, check the details and if necessary edit This Credit. Click OK to return to the Bill Allocation tab. If you are allocating a part-payment and there are billed disbursements, at This Credit the payment will first be allocated to the disbursements and then any remainder will be apportioned between costs and VAT. You can edit these figures, but ensure that the total amount allocated is correct.
Total to Allocate	The Unallocated amount of the item you double-clicked on the Unallocated Credit Notes and Cash tab.
Allocated	The amount that you have so far allocated. At first, Allocated will be zero.
Balance	The amount that is left to be allocated. At first, Balance will be the same as Total to Allocate. After you have allocated the full amount of the item, Balance will be zero.
ALLOCATION - Payment Allocation tab
Outstanding Payments - Debit/Credit	Lists unallocated Office Bill Payments for this matter that have either been posted as a debit, or as a credit, dependent upon the item you are allocating. Double-click the payment to which you want to allocate the item. On Payment Allocations, check the details and if necessary edit This Allocation. Click OK to return to the Payment Allocation tab.
Total to Allocate	The Unallocated amount of the item you double-clicked on the Unallocated Credit Notes and Cash tab.
Allocated	The amount that you have so far allocated. At first, Allocated will be zero.
Balance	The amount that is left to be allocated. At first, Balance will be the same as Total to Allocate. After you have allocated the full amount of the item, Balance will be zero.
Narrative tab	If you want to record notes about the allocation, use the Narrative tab. You will be able to read the notes by double-clicking the transaction on Accounts Enquiry and, on the resulting screen, viewing the Narrative tab.