Bailment Dealer Details - Accounts Tab - Cash Allocation
Purpose
When a payment is received from a Bailment Dealer it will be entered in the Cashbook. Payments received must always be posted to the Suspense Account of the Bailment Dealer (unless it is a Curtailment payment). The payment will be available for allocation against invoices using the Bailment Dealer Cash Allocation tab.
Access
- View | Bailment Dealers | Bailment Dealer Details | Accounts tab | Cash Allocation
Dialog Details
Cash Allocation Tab is split into 2 grids.
The first, Cash Processing, displays the cash payments available to be allocated. Refunds of overpayments will also be displayed here.
The second, Invoice Allocation, displays the invoices for which full payment has not yet been received (partially allocated) or payment is yet to be allocated.
Select a Cash Payment for Allocation
To select a cash payment for full or part allocation, either double click the transaction or highlight and click 
.
Only one cash payment can be allocated at a time.
Note: The payment will be marked as selected as indicated by the checkbox on the screen.
Display all cash payments for this Bailment Dealer
By default the cash payments not yet fully allocated are displayed.
Check the box to display all cash payments.
Calculating cash payments
Cash payments can be calculated together by clicking SHIFT and using the cursor/mouse to select the payments to be totalled.
The total of the payments will show in the ‘Highlighted Cash Total’ field as below:
Marking an Invoice for Payment
Marking an entire invoice for payment
Click on the invoice number to highlight the Invoice and 
.
Marking part of an invoice for payment
An invoice may be made up of one or many invoice lines. Not all invoice lines need to be paid at the same time.
Select an invoice for payment.
Click on the 
button, to the left of the invoice number to expand the invoice and display all of the invoice lines.
Highlight the line(s) (Select multiple lines with CTRL + Click) to be paid and click on .
This will set the ‘Unpaid Amount’ to 0.00 and the ‘Amount to Pay’ to the amount of the invoice line.
If the cash payment is to be allocated against part of the invoice line then click in the ‘Amount To Pay’ field and change the amount to the actual amount to be allocated.
The Unpaid Amount will be automatically updated as a result of this change.
If the user enters an amount that is greater than the Amount to Pay it will be highlighted as an ‘Invalid Value’ error.
Changing an invoice which has been marked for payment
To change an invoice marked for payment click on the invoice number and click 
. This will set the Amount to Pay on the invoice back to 0.00 and the Unpaid Amount back to the original amount.
Allocating the Payment
A Payment may be fully or partially allocated
Full Allocation
When a cash payment has been ed for allocation, the Available to Allocate label will be updated with the amount of that transaction. As each invoice or invoice line is marked as paid or has an amount entered in the Amount to Pay column, the Allocated Amount label will be updated with the amount of the allocation.
The 
button will activate as soon as invoice is marked as paid, and remain activated as long as the total of the invoices selected is less than or equal to the selected payment.
For all fully paid accounts, the Allocation process will also clear the Funder from the account. Partially paid accounts will not have the Funder cleared.
The button will disable again if the invoice total marked as paid exceeds the available amount of the selected payment. The difference will show a debit amount.
Partial Allocation
There are times when a cash payment may be only partially allocated.
This will leave the transaction in the Cash Processing section of the dialog.
The Amount will be the original transaction amount.
The Available Amount will be the amount still available for allocation.
The allocation process is exactly the same for Full Allocation. When is clicked the following will happen:
• Create a cash allocation debit transaction(s) on the suspense account
• Create a cash allocation credit transaction(s) on the bailment account
• The invoice transaction unpaid amount will be updated
• If an invoice is completely paid it will no longer appear on the list of invoices to pay
The transactions created will be value dated the date of the original payment transaction. (this may produce credit interest where payments have not been allocated prior to interest postings).
Grouping transactions
When a cash payment is fully allocated, all the Bailment Dealer Suspense account debit transactions are grouped with the credit transaction. These Grouped Transactions will then no longer appear in the list of cash to be processed/allocated. If an allocation is reversed, the reversal of the relevant transactions will include ungrouping the transactions.
Viewing Cash Payment Allocations
To view the allocation details of a cash payment highlight the Cash Payment transaction and click 
.
Click on Show all Cash Suspense if the payment has been fully allocated
This will display all invoices for which payment has been allocated.
Click on the button, to the left of the invoice number, to expand the Invoice and display all of the invoice transactions.
Reverse a Cash Allocation
If a cash payment has been incorrectly allocated it may be reversed.
This process will reverse all invoices allocated against this transaction, regardless of whether they were all allocated at the same time.
To reverse an allocation:
- Click
This process will:
- Set the Available Amount on the cash payment, as displayed on the Cash Processing section of the Allocation tab, back to the full amount of the payment
- For the Bailment Dealer suspense account, create reversing transaction(s) for each of the allocation transactions created for this payment transaction.
- For each of the Bailment Accounts, for which allocation transactions were created for this payment transaction, reversing transactions will be created
The reversing transactions will be value dated the date of the original Cash Payment transaction.
The account will also need to have the associated funder re-applied to the account details.
The Audit button on the Account can be used to determine which funder was originally applied to the account
Refunding a Cash Payment
If a Bailment Dealer has over paid they may require a refund. When this refund is made it will be posted to the Bailment Dealer Suspense account.
This refund will then appear, in the Cash Processing section of the Cash Allocation dialog, along with the cash payments but as a positive amount.
Once the original cash payment has been allocated, the remaining Available Amount can be allocated against the refund. To do this the Available Amount on the original payment must equal the Amount of the refund.
Highlight the original payment and the refund.
Both the original payment and the refund will disappear from the list as they are no longer available to allocate. To view them again check on ‘Show All Cash Suspense Transactions’.
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