The Payment allocation section of the Finance App allows you to record, allocate, and adjust payments.
This article will guide you through:
Looking for something else?
- Need to adjust the balance due for a payment line? Learn how to record adjustments here.
- Need to allocate a previously unallocated payment? Learn how to manage unallocated payments here.
Recording a payment
Recording payments allows you to make the most out of the Enable platform, giving you a single source of truth for your rebate earnings. From the initial calculation to the final payment for an agreement, you can report on rebates throughout their lifecycle and ensure payment or collection of all rebates earned.
To record a payment:
Step 1: Click on Finance in the green banner at the top of the page and click on Payment allocation.
Note: If you are unable to see the Finance menu, a channel admin user may need to provide you with the correct user permissions.
Step 2: In the search panel to the right of the page, select a single trading partner.
Step 3: Click the Search button.
Step 4: Click on the Record remittance or Record receipt button. Note: The name of this button will depend on your channel’s flow of goods.
A form will then be displayed where you will be able to record the details of your payment.
Step 5: Select the Currency from the drop-down menu for this payment.
Step 6: Enter the Value received or Value paid. If tax is relevant to this payment, the value entered here should not include tax.
Step 7: Enter the Tax value if relevant. The Gross value will update to sum the Value received or Value paid and the Tax value.
Step 8: Enter the Date of the payment.
Note: The Date entered is not configurable and is automatically populated with the current date.
Step 9: Select the Payment method from the drop down menu. The payment method options will vary depending upon your Trading Programs configuration.
Step 10: Upload up to 3 optional attachments, such as a PDF of the invoice for the payment.
Step 11: Add any other relevant details to the Notes section.
Step 12: Enter an External reference for this payment. You will be able to use this reference to search for payments later. These references must be unique for a given trading partner. Note: This is a mandatory field and you will not be able to save the payment without an External reference.
Step 13: Once you have entered the details of the payment, you can choose to Allocate straight away or to Save as unallocated to allocate at a later date. If you select Save as unallocated, a pop-up box will be displayed asking you to select a reason for leaving this amount unallocated, for example “Information missing”.
Learn how to view and manage unallocated payments here.
Allocating a payment
After entering the payment details, clicking Allocate will allow you to choose what program lines the payment is relevant for. This allows you to tie payments directly to trading programs and program lines, completing the life cycle of a rebate calculation.
Payments are allocated at the payment line level. Payment lines break down program lines by payment frequency and payment granularity. If a year-long program line has a payment granularity of monthly, it will generate 12 payment lines, one for each month.
To allocate a payment after entering the payment details:
Step 1: Select the relevant program line from the list in the middle of the screen. Tip: Scroll sideways to display further details about each, including the amount already paid and the balance due.
Step 2: Click to select the payment line(s) against which you want to allocate the payment. Alternatively, click the Select all button at the bottom of the page to include all visible payment lines with an outstanding balance due.
Step 3: Click the Continue button to navigate to the payment lines selected.
Step 4: Review the Allocated value column. If there is one payment line selected, the whole payment amount will be displayed here. If there are multiple payment lines selected, the total payment amount will be spread across all payment lines in proportion to the balance due for each.
Step 5: To change the amount to be allocated, hover over a value and click on the pencil icon to type a new value. Click on the checkmark to save the new amount to be allocated. As you update the Allocated value column, the Remaining value tile will update to let you know if the entire payment amount has been allocated, or if there is an amount waiting to be recorded against a payment line. Tip: If there is a Remaining value, the Allocate remainder button can be used to quickly allocate that additional value to any unchanged payment lines.
Step 6: Click the Confirm button.
Step 7: If there is a Remaining value, a pop-up box will be displayed asking you to select a reason for leaving this amount unallocated.
After a payment is allocated, it will be displayed in the Payment history tab with the Allocation status of either Partially allocated or Allocated, depending on if a remaining value was left over or not. The Balance due displayed on the Payment allocation tab will update based on the amount allocated, as will the Total due displayed on the Creditors/Debtors report.
Allocating to an interim trading program
If you allocate cash to an interim trading program which is then replaced by an active trading program, the cash will allocate to each replaced program line. This only occurs if the program lines inside the new trading program and interim trading program are equivalent. If the program lines are not identical, the cash will be held as unallocated against the trading partner once the interim agreement is overwritten.
For Enable to reallocate the cash to a new program line, the interim program line and the new program line must be equivalent. Two program lines are equivalent if:
- They have the same program line reference.
- They have the same end date.
- They have the same payment frequency.
- They have the same payment granularity.
- Their parent trading programs use the same currency.
- Their parent trading programs have the same start date.
Therefore, if any one of the above conditions is not met, Enable will store the cash as unallocated when the interim trading program is replaced.
What’s next?
Interested in viewing your payments or reversing a payment allocation? Learn more about your payment history here.