When a payment is left unallocated, it sits within the Finance App and can be revisited to be allocated, edited, or removed at a later date.
This article will guide you through:
- Allocating previously unallocated payments
- Editing an unallocated payment
- Removing an unallocated payment
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Need to record a new payment? Learn how to record and allocate a payment here.
Allocating previously unallocated payments
Unallocated payments are payments that have been recorded in Enable but have not yet been linked to a payment line.
There are a few reasons payments may be unallocated. When recording payments, users can choose to leave them as unallocated, users can also manually reverse previous payment allocations in the Payment history tab. In some cases, payments become unallocated due to agreement changes. If you record payments against an interim trading program, certain conditions must be met when overwriting the interim program with an active program, otherwise previously allocated payments will become unallocated.
When a payment is left unallocated, it sits within the Finance App and can be revisited and allocated at a later date.
To allocate a previously unallocated 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 Unallocated remittances or Unallocated receipts button to display a list of all unallocated payments for this trading partner. Note: The name of this button will depend on your channel’s flow of goods.
Step 5: Select one of these lines and click Allocate. This will display a form with the previously recorded details of the payment.
Note: If you need to include additional information against an unallocated payment by adding attachments or notes, please see the next section Editing an unallocated payment.
Step 6: Review the payment details and click Continue. This will take you to a list of program lines that the payment can be allocated against.
Step 7: 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 8: 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 9: Click the Continue button. This will take you to a page that focuses on the payment lines selected.
Step 10: 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 11: 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 12: Click the Confirm button.
Step 13: If there is a Remaining value, a pop-up box will be displayed asking you to select a reason for leaving this amount unallocated. This amount is treated as any other unallocated payment and to allocate it in the future, you will use this same process.
Once a payment has been fully or partially allocated, the record for the payment will be updated in Payment history tab, and the Allocation status will update to Allocated or Partially allocated respectfully.
Editing an unallocated payment
Additional information can be added against unallocated payments in the form of notes and document attachments.
To edit an unallocated payment:
Step 1: From the Payment allocation page, in the search panel to the right of the page, select a single trading partner.
Step 2: Click the Search button.
Step 3: Click on the Unallocated remittances button. This will display a list of all unallocated payments for this trading partner.
Step 4: Select one of these lines and click Edit.
Step 5: In the panel on the right of the page, you can Upload attachments and add Notes against this payment.
Step 6: Click Save.
After attachments and notes are added, they can be viewed by clicking Edit again, and they will be displayed in the pop-up box that displays after clicking Allocate.
Removing an unallocated payment
From the Unallocated remittances page, select one of the lines and click Remove. A box will be displayed asking you to confirm that you want to remove this unallocated payment, as this action cannot be undone. To continue with removing this line, click Confirm, otherwise, click Cancel.
If a payment is only partially allocated (as defined above) then the Remove button will be greyed out and you will not be able to remove it.
Once removed, the line will no longer be displayed in the Payment history tab.
What’s next?
Interested in viewing payments and adjustments that have already been recorded in Enable? Learn more about your payment history here.