EstatellDocumentation
Companies and city ledgerAR invoices and paymentsAllocate and reverse

Allocate and reverse

Match a company payment to its invoices, undo a match, and void a payment recorded by mistake.

An allocation matches money from a payment to an invoice. An invoice becomes Settled when allocations bring its balance to 0.00. Use this page when a payment was not allocated at recording, when it went to the wrong invoice, or when you recorded it by mistake.

Before you start

  • Permission to allocate and reverse: Allocate AR payments and reverse allocations. Owners, managers and finance staff have it by default.
  • Permission to void a payment: Record and void AR payments. Owners, managers and finance staff have it by default.
  • A payment with money left to allocate. See Record a company payment.

Allocate a payment

  1. Open Finance, select City ledger › Companies, select the company, then the Payments tab.

  2. Open the row menu of the payment and select Allocate.

    The row menu of a payment with Allocate numbered 1

  3. Read the amount left to allocate at the top. Below it are the company's invoices that still owe money, with their due dates and balances.

  4. Enter an amount next to each invoice you want to pay. Leave the others empty.

  5. Select Allocate.

    The Allocate payment dialog: MYR 1,000.00 left to allocate, split across two invoices

Estatell saves all the amounts or none. Each invoice that reaches a balance of 0.00 becomes Settled. What you do not allocate stays on the payment.

The Allocate item shows only on a payment that has money left and is not void.

When Estatell refuses an allocation

SituationWhat Estatell saysWhat to do
The amounts add up to more than the payment has left"The amounts are more than the payment has left to allocate."Lower an amount.
An amount is more than the invoice owes"An amount is more than the invoice still owes."Lower the amount to the balance.
An invoice cannot take a payment, for example it was voided meanwhile"One of the invoices cannot take a payment. Reload the page and try again."Reload the page.
The payment is void"This payment is void, so it cannot be allocated."Record the payment again.
The company has no invoice that still owes money"The company has no invoice that still owes money."The payment stays as credit.

An allocation refused because the amounts are more than the payment has left

Reverse an allocation

Reverse an allocation when a payment went to the wrong invoice, or when you must free the money to issue a credit note on a paid invoice. The money goes back to the payment as credit, and the invoice owes it again.

  1. Open the invoice. In the Payments section, find the allocation.

    The Payments section of an invoice with Reverse numbered 1

  2. Select Reverse.

  3. Enter the Reason. It is required.

  4. Select Reverse allocation.

    The Reverse allocation dialog with the receipt number, the amount and the reason

The page shows Reversed next to the allocation, and a message says "Allocation reversed." The invoice becomes Open again. Allocate the payment to the right invoice.

The invoice after the reversal: the allocation is marked Reversed

A reversed allocation stays in the list as a record. Point at Reversed to read the reason.

SituationWhat Estatell saysWhat to do
The reason is empty"Enter a reason for the reversal."Enter a reason.
The allocation is already reversed"This allocation is already reversed."Reload the page.

Void a payment

Void a payment you recorded by mistake, for example with a wrong amount. You can void it only while it has no active allocations. Void it, then record it again.

  1. Reverse the allocations of the payment first.

  2. Open the company's Payments tab. Open the row menu and select Void.

    The void payment confirmation: use this for a payment recorded by mistake

  3. Select Void payment.

The row shows a Voided badge. The receipt number stays used, and the receipt shows VOID.

The Payments tab with a voided payment

SituationWhat Estatell saysWhat to do
The payment still has active allocationsThe Void item is hidden. If it is refused: "Reverse the allocations of this payment first."Reverse each allocation, then void.
The payment is already void"This payment is already void."Nothing to do.

Special cases

SituationWhat happensWhat to do
You can allocate but not reverseThe Reverse button is hidden.Ask an owner, manager or finance user.
A payment is split across two invoicesIt has one allocation for each invoice.Reverse each one by itself.
You reverse an allocation of a Settled invoiceThe invoice becomes Open again with the money owed.Allocate the payment again, or issue a credit note.
A payment covers a part of an invoiceThe invoice stays Open with a lower balance.Allocate the next payment to it.
A payment is voidYou cannot allocate it.Record it again with the right details.

Record a company payment

Record money a company paid against its invoices, and print the receipt.

Credit control

See what a company owes, set a credit limit, and know when Estatell stops a booking or check-in.

On this page

Before you startAllocate a paymentWhen Estatell refuses an allocationReverse an allocationVoid a paymentSpecial casesRelated pages