The Allocate page lets you match an individual receipt against one or more open invoices, with full control over the amount applied to each transaction.
Overview
Opened from the Receipts list, this page is dedicated to a single receipt. An Allocation Summary card shows the receipt amount, how much has been allocated so far, and how much remains. Below it, a full transaction table lists all open invoices and credit notes for the same customer. Tick the checkbox next to any transaction to include it in the allocation, type a precise amount into the Allocated Amount column if you want a partial match, and click Allocate & Confirm when ready. Automated tools — Auto-Allocate Promises and Auto-Allocate Oldest First — are available to apply the receipt in one click.
Key Features
Feature | Description |
Allocation Summary Card | Always-visible panel showing Receipt Amount, Allocated Amount (with a colour-coded progress bar), and Remaining Amount. |
Receipt Details Card | Displays the receipt reference, customer name, payment date, and currency — confirm you are allocating the correct payment. |
Inline Editable Allocated Amount | Each invoice row has a currency input in the Allocated Amount column. Selecting the checkbox auto-fills the full invoice balance; you can override with any partial amount. |
Auto-Allocate Promises | Automatically selects invoices with an active Promise-to-Pay (P2P badge) and allocates the receipt against them first. |
Auto-Allocate Oldest First | Automatically fills allocation amounts starting from the oldest overdue invoice and working forward until the receipt is fully used. |
Clear Allocation | Removes all current allocation amounts and checkbox selections in one click without saving. |
Currency View Toggle | Switch between Receipt Currency and Home Currency to verify the allocation in either denomination. |
Column Controls | Sort, resize, pin, and reorder table columns. Column state is preserved within the session. |
Search & Filter | Filter the invoice list by transaction number, description, or type. |
Export | Download the current invoice table as a CSV or Excel file. |
Pagination | Configurable rows-per-page (10, 25, 50, 100) and page controls at the bottom. |
Confirm Allocation Dialog | Summary dialog shows the Allocation Date (editable), Receipt Amount, Total Allocated, and Remaining amount before committing. |
Sections & Fields
Field | Description |
Back to Receipts | Returns to the Receipts list without saving. All checkbox selections and amounts are discarded. |
Receipt Amount (Summary) | Total value of the receipt being allocated, in the receipt's original currency. |
Allocated Amount (Summary) | Running total of the amounts entered across all selected invoice rows. Progress bar fills as you allocate. |
Remaining Amount (Summary) | Receipt Amount minus Allocated Amount. Turns amber when positive (unallocated balance remains) and green when fully allocated. |
Receipt Reference | Bank or payment reference associated with this receipt, shown in the Receipt Details card. |
Customer Name | The customer account the receipt belongs to. Only that customer's invoices appear in the table. |
Transaction Number | The invoice or credit note identifier. Rows marked P2P have an active Promise-to-Pay. |
Transaction Type | Badge showing the document type — Invoice, Credit Note, Debit Note, etc. |
Due Date | Dates in red indicate overdue invoices. Sorting by this column is the quickest way to find the oldest debt. |
Gross | Full face value of the invoice or credit note. |
Outstanding | The outstanding balance remaining after any previous part-payments. |
Allocated Amount (Column) | Editable currency field. Ticking the checkbox fills this automatically; type a different value for a partial allocation. |
Currency Toggle | Dropdown at the top-right of the table: Receipt Currency or Home Currency. |
Search Box | Filters rows in real-time by transaction number, description, or type. |
Allocation Date (Dialog) | The date stamped on the allocation record. Defaults to today; change it if back-dating is required. |
User Guide
Getting Started
Navigate to Payments > Receipts, locate the receipt you want to allocate, and click the Allocate action. The Allocate page opens pre-loaded with that receipt's details and the customer's open transactions.
How do I allocate a receipt to one invoice?
Check the Allocation Summary card — confirm the Receipt Amount and customer are correct.
In the transaction table, find the invoice. Use the search box to filter by invoice number if the list is long.
Tick the checkbox on the invoice row. The Allocated Amount field fills automatically with the full invoice balance.
Review the Remaining Amount in the summary card.
Note: If the receipt is smaller than the invoice balance, the Allocated Amount field will be capped at the receipt amount — the invoice will remain partially open.
Click Allocate & Confirm. A summary dialog appears — verify the Allocation Date and amounts, then click Confirm Allocation.
How do I split a receipt across multiple invoices?
Tick the checkboxes for each invoice you want to include. Allocated Amount fills automatically for each.
Watch the Allocated Amount and Remaining Amount in the summary card update as you tick each row.
If the combined invoice balances exceed the receipt amount, the last-selected invoice's Allocated Amount will be reduced to the available remainder.
You can manually edit any Allocated Amount field by clicking into it and typing a different value.
The maximum you can enter on any row is the invoice's Current Balance.
Once Remaining Amount shows zero (or the amount you intend to leave unallocated), click Allocate & Confirm.
How do I use Auto-Allocate?
Click Auto-Allocate Promises to automatically fill allocation amounts for all invoices with a Promise-to-Pay (P2P badge) first, then remaining balance to older invoices.
Alternatively, click Auto-Allocate Oldest First to fill amounts starting from the oldest due date and working forward until the receipt is used up.
Review the filled amounts in the table — you can still manually adjust any Allocated Amount field before confirming.
Click Allocate & Confirm.
Tip: If the auto-allocation does not suit your needs, click Clear Allocation to reset all fields and start again manually.
How do I do a partial allocation?
Tick the invoice checkbox — the Allocated Amount field fills to the full invoice balance.
Click the Allocated Amount field on that row and type a lower value.
The invoice will remain partially open with a reduced outstanding balance.
The Remaining Amount in the summary card will reflect the unapplied portion of the receipt.
Note: Unallocated receipt balances appear in the Unapplied Payments list until fully allocated.
Click Allocate & Confirm to save the partial allocation.
Pro Tips
Use Auto-Allocate Oldest First for routine daily cash application — it clears the most overdue debt first and completes in a single click for straightforward receipts.
The P2P badge on a transaction row indicates a customer has promised to pay that invoice. Use Auto-Allocate Promises to prioritise these and keep Promise-to-Pay tracking accurate.
Switch the Currency Toggle to Home Currency before confirming if you need to verify the sterling equivalent of a foreign-currency allocation for your records.
Sort by Due Date ascending to quickly spot the oldest overdue invoices if you prefer to allocate manually rather than using the auto tools.
If a credit note appears in the table with a negative balance, ticking it will reduce your Allocated Amount — this is correct behaviour for applying credit against the receipt.
The Allocation Date in the confirmation dialog defaults to today. If you are posting a backdated receipt, change this date before clicking Confirm Allocation.
FAQ
Can I allocate one receipt to multiple invoices? Yes. Tick the checkbox on each invoice row you want to include. The Allocation Summary card updates in real time. You can allocate to as many invoices as needed, provided the total does not exceed the receipt amount.
What is the difference between Auto-Allocate Promises and Auto-Allocate Oldest First? Auto-Allocate Promises prioritises invoices with an active Promise-to-Pay first. Auto-Allocate Oldest First ignores promise status and works through invoices from the oldest due date to the most recent until the receipt is used up.
Why can't I allocate more than the Current Balance of an invoice? The Allocated Amount field is capped at the invoice's Current Balance to prevent over-allocation. The remaining amount is visible in the Remaining Amount field and can be applied to another open transaction.
What happens to any amount I leave unallocated? The unallocated portion remains as an unapplied payment and appears in the Unapplied Payments list. You can return to allocate it at any time by opening the receipt from the Receipts list and clicking Allocate again.
Can I change the allocation after confirming it? Once confirmed, it cannot be changed within this system. Reversals must be processed in the Finance system. Please contact your finance team before re-allocating the receipt.
Why is a credit note appearing in the invoice table? Credit notes represent money owed back to the customer and can offset the receipt during allocation. Ticking a credit note row will reduce the Allocated Amount by the credit note value — this is the correct way to net off a credit when matching a payment.
The receipt currency is different from my invoices — is that a problem? Multi-currency allocations are supported. Use the Currency Toggle to switch between Receipt Currency and Home Currency views. The system handles the conversion automatically.