I wish I can speak to you face to face, you’ll see Im not shouting. I begging help for which reason is not important to you. Each time I get a reply people insinuate Im stupid or dont understand. Replies like “ask your accountant to explain” “use another program” “dont get your point” etc. I keep begging help and no debate. My apologies kind sir if you see me like that. Please read my previous posts. I was looking for a kind soul who is willing to help. That is really really all. I apologise if it seemed different
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In a forum, using capital letters is seen as shouting as you may already know. You just deleted a post.
dear ries, im not a forum fundi, pls excuse my laymans way off writing. your reply proof that unfortunately people want to debate and now i do the same…all i wanted was help on manager, not all this. this will be my last message and i actually want to delete the whole subject but cant seem to. sincerely hope this seems clearer. God bless you and grace!
Why? What you want is quite clear, but not implemented in Manager. That is up to @lubos.
So, if the workaround of @Abeiku doesn’t fit your needs, you will have to wait.
But your question is valid.
I’m trying to understand the issue here. Please confirm if I am correct:
Manager can do everything you outlined in post 23. However, you want to apply a receipt against an invoice that doesn’t exist yet. You don’t want it applied to any other outstanding invoices on that customer’s account, and you don’t want it sitting in suspense.
You also say that you don’t want to follow @Abeiku’s suggestion of creating a special account for holding the receipt until the sales invoice is generated. As far as I can tell, your justification is:
Let us say one of your customers has a balance of $100 owing against an old invoice. They now pay a deposit of $300 against an incoming import, for which there is no sales invoice yet. So, you don’t want to allocate $100 of this towards the old invoice – you want it all to be applied to the upcoming invoice. Correct?
Now, what would you like the accounts receivable balance to show? If you allocate the $300 to a special account, the accounts receivable balance will be $100, yes? Just as it was before you received the deposit. Do you want it to show as -$200 (ie a credit of $200)? Or something else? If we understand this maybe we will understand why you are not happy with @Abeiku’s suggestion.
Everyone responding here is doing so voluntarily, in an effort to help you. None of us is able to change to program to suit your request. Only @lubos can do that. But there are hundreds of feature requests from other users. Many of them are due to misunderstandings about how Manager functions, and others are specific to unique or unconventional workflows that would not be suitable for the majority of Manager’s users. Therefore it is normal for any ideas or feature requests to be thoroughly interrogated by the community so that any misunderstandings can be clarified and only viable suggestions are put into the ideas category for @lubos’s consideration. Even then there is no guarantee about if or when they may be implemented.
The fact that your request hasn’t been debated at length before or submitted to the ideas category (that I am aware of) implies to me that it is not as common a request as you imply. This suggests to me that others have found satisfactory ways of dealing with the same scenario, and is even more reason for the request to be interrogated. However, as others have pointed out, your request has not been dismissed. Several suggestions have been offered, but beyond that it is up to @lubos and him alone whether to make any changes to Manager.
You could as well include the reference you copied the information from, i.e. WebWorks Reverb 2.0
Reviewing this you could use @Abeiku’s solution but you seem to want a more automated function where certain algorithms are applied and assign accordingly. Manager does not have such triggers maybe except for depreciation calculations but even that includes a manual process, and therefore the solution in Manager is to do the assignments manually using a special account.
No one is questioning the use perse but you would get more traction if you show us a real case from your own business and explain why @Abeiku’s solution could not accomplish the result you want without the automation step.
Hi Graham, I’m a pretty good bookkeeper but a lousy teacher. So I’ll try my best to explain and keep it simple.
I have more than one set of books and instances where we would truly appreciate and benefit leaving a receipt or payment unallocated (but still reflect on a spesific account accordingly) until I have time and the correct information to allocate correctly:
Eg.
One of my clients retail alcoholic beverages. He dilivers in Namibia but the customer payment comes from the head office in RSA.
(1)
We Invoice items
Client pays (Invoice ‘fully paid’)
Months later a bottle is open an rotted and client subract that item from its original invoice from their remittence.
I need to allocate the ct note to the invoice and leave the then ‘over payment’ unallocated untill the client decide what to do with that or where to allocate that. Often takes months.
In the meantime they want a ‘unpaid’ invoice report.
In stead of the ‘over paid’ amount showing as over paid, it automaticcally allocates itself to the next unpaid invoice (for which I have invoiced but not yet received remittence)
Unfortunately if we fail to give it to my client’s client in that manner, they refuse to pay………… So often out of pure fustration I copy Manager into Word and Excel and ammend it manually, but that’s a schlep and not right.
(2)
As I only do the bookkeeping and not the actual point of sale processes, I often receive a clients bank statements and point of sale reports (cash sales) at **different times, thus cannot process simutaniously.
Point of Sale can sometimes be up to 3000 excel lines which I import via “create batch” in manager monthly.
Those cash sales are cleared with a receipts from:
Petty Cash
E-Wallets
PayToday
Dt Cards
Ct Cards
EFT’s
Or Speedpoint from their neighbour (which we manage with a loan account and journals)
(All different bank accounts processed and received again on different times, depending on schedules)
Some payments are easy to allocate and some harder. Some payments are split between different payment methods.
Unless I allocate each of the above bulk payments one by one to appr 3000 cash invoices a month, Manager allocate automatically.
Should I then need to allocate a spesific receipt (or for supppliers – payments) to a specific invoice I cannot unallocate what manager automatically allocate. I’ve even tried dummy invoices as an ‘interface’ so I can temporarely allocate an incorrect allocation and at least do my correct allocation and delete the dummy afterwards.
However, manager just takes the next ‘not manually allocated’ receipt and allocate to unpaid invoice.
I don’t use other programs like Pastel to say they are better or anything… I just thought if you look into the program you might understand better what I mean. Some of my clients are in fact on Pastel, so I work on that too, but would love to get them onto Manager also (I love and prefer Manager), but we need to have a (simular to Pastel) solution for this issue first.
I do understand the principles of bookkeeping well and in a perfect world a dt should have a ct, but honestly not all the businesses work so fluently. I’ve seen the strangest things which are not illigal but just not done well from some clients’ point of access but ultimately I would love my books to reflect well and correctly.
Maybe another example and I’m aware my client should work towards bettering that……….
Sometimes there are a cash sale (they do not wish to open an account for that person), but the person say “I’ll send the money later”. Client closes that ticket to cash up at the end of the day and the cash sale client still did not pay. She keeps a manual tab of slips and open tickets, but my books need to balance that day. I would like to keep that Cash Sale unpaid untill the money comes in.
Then I have a client who pay on telephonic quotation amount. The invoice comes and some stock are sold out thus not invoiced. I still allocate the particular payment to that invoice, but need the rest to remain unallocated rather than automatically allocated to the next unpaid invoice.
Another thing to keep in mind, I often receive my clients’s bank statements via email or download them myself. To keep my work up to date I process them asap.
Namibia’s landscape is large and transport expencive, thus I often receive some supplier and customer invoices at a much later time.
This also affect deposits paid from bank on a ‘Pro-Forma’ or Quote – Were not allowed to invoice anything but a Tax invoice, but the deposit goes off the bank and need to reflect on Supplierr account but the Tax Invoice often only comes with import documents weeks or months later.
So, bottom line, we would jus really love if we have an option on Manager to choose whether to:
Manually allocate a receipt or payment
Automatically allocate a receipt or payment
Or
Leave unallocated or unmatched
Please see attached images.
I So hope this makes sence.
Thank you,
Elni
In this case I think it is a matter of understanding how the automatic allocation process works . Once a receipt is allocated(applied) to a specific invoice (or invoices) the automatic allocation is removed and moves on to other unpaid invoices.
Yes, that is exactly what I wish I could control. Choosing to leave it unallocated until I allocate it myself. However, as pointed out, I’ll have to wait until, if ever such option is available. Tx
This is true only if no sales invoice is selected when creating the receipt and credit note. If you allocate both the receipt and the credit note to a specific sales invoice, that invoice will show as overpaid if the sum of the two is greater than the invoice total, and nothing will be allocated to the next unpaid invoice.
If Manager has automatically allocated an open receipt to a particular unpaid sales invoice, you can manually allocated another receipt to that same invoice, and the funds that Manager allocated to it will be moved to the next unpaid invoice. So, in that sense you can “unallocate” what Manager has automatically allocated.
Thanks for your lengthy explanation, @elni. I think I understand most of it, and deal with many similar issues myself. However, I still don’t understand why @Abeiku’s suggestion won’t work for you. Are you able to provide a simple example showing why it doesn’t give you the results that you want? What is the problem with having unallocated funds sitting in a special account for that purpose?
I concur with @GrahamvdR, @elni. From an accounting viewpoint, this is exactly what you are asking for. So-called “unallocated” funds hanging around are a terrible idea.
Yes indeed, but they will not ‘hang around’. I will just allocate them correctly when I have the sufice info at hand. It is not about leaving them ‘hanging’, but rather have better control over them.
In my experience, incorrect or ‘automatic’ allocation is also not a good idea, or even worse.
You just agreed they will be hanging around for some indeterminate time. Who knows how long that could be. Nothing will give you better control than the solution already furnished. You are arguing for uncertainty, never a winning argument in accounting.
Eg. See DL (Figure on the right) Everything is accounted for, but just not allocated yet (Figure on the left)
Ps. In this case I can allocate them now, but unallocated them to show an example of what I mean.
Everyone knows what you mean. Manager already has a rigorous solution.
In a perfect world, yes, i fully agree. But sometimes it is needed.
Thank you
You are definitely not going to see a change to the program to facilitate poor accounting practices.
duly noted. thanks.
I really do not think that you tried using a special account as advised by @Abeiku and then when ready allocate them where they belong. It is a simple solution and ensures that nothing is hanging around. In essence this is what is automatically been done by Sage Pastel as well but less visible to the user.