DESKTOP EDITION CLOUD EDITION SERVER EDITION GUIDES FORUM

Allocating receipts


#1

When allocating payment of an invoice would it be possible to either a) show all invoices with most recent first, or b) only show invoices with outstanding amount. Currently with a customer with many invoices such as monthly, the list gets very long and you have to scroll to bottom to find invoice. My preference would be a) and b).


#2

My preference is also a and b added with the amount outstanding. The same applies for payments
At several occasions I asked Lubos for this, but I didn’t get any reaction.
If other readers/members want this too, please vote here in this new thread


#3

The easiest way to avoid the situation is to record the receipt from the invoice itself. Then, everything is auto-filled.


#4

@Tut
When a bunch of banktransactions are imported, you don’t want to switch every time to the invoice to process the payment. You can only do that when the details of the payment are clear or in other words when the invoice is part of the description in the banktransaction so that you can look-up the invoice.
Here is just an example of a bank receipt where someone pays 60% of the invoice without mentioning the invoice he partially pays.
DE GRAEVE - TERMOTE Omschrijving: 60 procent levering (t.a.v. J Schalks) IBAN: BE49979379315471
With this receipt it is absolutely not possible to process this payment the way you suggest.
When only the invoices with an outstanding balance and the amount due were shown, it is a piece of cake.
I am a person of the daily practice and in theory you might be right but in practice it is not very productive if you constantly have to switch back and forth screens, which is quite frustrating. In my opinion It is not such a big thing to implement what we are asking for. I sincerely hope that Lubos will honour our request.


#5

My suggestion really wasn’t directed at you, @Hennie. I was offering it to @BarrieJ, in case the feature was unknown.

I understand your point. The solutions have been suggested several times before. @lubos has acknowledged that improvement could be justified. The problem comes when a customer specifically designates a payment towards a sales invoice that is already paid. Yes, this creates an overpaid situation, but Manager has a feature to handle that. But if the fully paid invoice doesn’t show in the list, you cannot follow the customer’s direction. Your only alternative would be to leave the invoice undesignated, in which case the credit would automatically be applied to the next invoice. And that might not be what the customer wants. And you will have a much bigger challenge tracking things down.

Offering invoice selection by date is also a problem. Sometimes old invoices sit idle because of contract provisions, disputes, etc., so the invoice you want could still be at the bottom of a long list.

Showing balances due is only helpful if the invoices are all different. If you routinely invoice identical amounts, how would you choose? And when a customer makes a partial payment, there may not be any matching invoice. Then you have an investigation to perform to determine which invoice to apply the payment to.

I am sympathetic to the problem. But I do not see a solution that applies universally. My attitude is that someone should be grateful to have so much business from a customer that finding their sales invoice is hard. :wink:


#6

Hi. Thanks for reply. My situation is one monthly rent invoice so list of invoices grows12 per year. List is getting long now. If numbers could be sorted in reverse order to what they are now it would be a lot easier. Showing amount owing would be even better as sometimes rent is up to 3 months behind so not always paying latest invoice. Thanks


#7

@BarrieJ, if your invoices and receipts are for rent, there is another approach. Assuming your rental agreements provide for receipts to be applied to the most overdue invoices first, don’t put any invoice number in that field. Manager will automatically allocate to the invoice with the oldest due date, then the next oldest, etc.


#8

Hi Tut

Thanks for that advice. This works well for me.

Barrie