Unallocate transactions

There may be times when you need to unallocate transactions, for example, if you’ve allocated a payment on account or credit note to an invoice in error. You can also do this if you need to edit or void an invoice to which you have allocated a payment or credit note. Unallocating transactions removes the link between them so that you can make changes but will not remove amounts posted to your accounts.

To unallocate a customer receipt from a sales invoice

There are several ways that this can be done – from the invoice, from the customer receipt or if the invoice was paid using an account allocation then from the allocation itself.

To unallocate from the invoice

  • 1. Do one of the following:
  • Go to Sales, then click Sales Invoices.
  • Go to Contacts, then click Customers and click the relevant customer.
  • 2. Click the relevant invoice.
  • 3. Under Amount Paid, click the value.
  • 4. In the Amount column, select the payment you want to unallocate.

If the receipt covers multiple invoices or credit notes and you unallocate one of them, the remaining transactions are unaffected.

  • 5. Untick the invoice you wish to unallocate the payment from, then click Save.
  • 6. When prompted to confirm that you want to save the unallocated amount as a payment on account, click Yes.

If you use the VAT Cash Accounting, you’re also prompted to choose a VAT rate. Choose the relevant rate then click Yes. If the receipt has already been included on a VAT Return, the next return includes a reversal of the original transaction to account for the unallocation, and a re-entry for this payment on account.

The transactions are no longer allocated and you can make the necessary changes. The receipt becomes a payment on account and is available to allocate to another invoice or credit note when required.

To unallocate from the customer receipt

  • 1. Do one of the following:
  • Go to Banking, then click the relevant bank account.
  • Go to Contacts then click Customers and click the relevant customer.
  • 2. Click the relevant customer receipt.
  • 3. Untick the invoice you wish to unallocate the payment from, then click Save.
    If the receipt covers multiple invoices or credit notes and you unallocate one of them, the remaining transactions are unaffected.
  • 4. When prompted to confirm that you want to save the unallocated amount as a payment on account, click Yes.

If you use the VAT Cash Accounting, you’re also prompted to choose a VAT rate. Choose the relevant rate then click Yes. If the receipt has already been included on a VAT Return, the next return includes a reversal of the original transaction to account for the unallocation, and a re-entry for this payment on account.

The transactions are no longer allocated and you can make the necessary changes. The receipt becomes a payment on account and is available to allocate to another invoice or credit note when required.

To unallocate from an account allocation

  • 1. Go to Contacts, then click Customers and click the relevant customer.
  • 2. Click the relevant customer allocation on the activity list.
  • 3. Untick all transactions on the allocation.
  • 4. Click Save.

You have now deleted the allocation, all invoices, credit notes and payments associated with this allocation will now show as outstanding on the customer activity.

To unallocate a supplier payment from a purchase invoice

There are several ways that this can be done – from the invoice, from the supplier payment or if the invoice was paid using an account allocation then from the allocation itself.

To unallocate from the invoice

  • 1. Do one of the following:
  • Go to Purchases, then click Purchase Invoices.
  • Go to Contacts, then click Suppliers and click the relevant supplier.
  • 2. Click the relevant invoice.
  • 3. Under Amount Paid, click the value.
  • 4. In the Amount column, select the payment you want to unallocate.

If the supplier payment covers multiple invoices or credit notes and you unallocate one of them, the remaining transactions are unaffected.

  • 5. Untick the invoice you wish to unallocate the payment from, then click Save.
  • 6. When prompted to confirm that you want to save the unallocated amount as a payment on account, click Yes.

If you use the VAT Cash Accounting, you’re also prompted to choose a VAT rate. Choose the relevant rate then click Yes. If the supplier payment has already been included on a VAT Return, the next return includes a reversal of the original transaction to account for the unallocation, and a re-entry for this payment on account.

The transactions are no longer allocated and you can make the necessary changes. The supplier payment becomes a payment on account and is available to allocate to another invoice or credit note when required.

To unallocate from the supplier payment

  • 1. Do one of the following:
  • Go to Banking, then click the relevant bank account.
  • Go to Contacts, then click Suppliers and click the relevant supplier.
  • 2. Click the relevant supplier payment.
  • 3. Untick the invoice you wish to unallocate the payment from, then click Save.
    If the supplier payment covers multiple invoices or credit notes and you unallocate one of them, the remaining transactions are unaffected.
  • 4. When prompted to confirm that you want to save the unallocated amount as a payment on account, click Yes.

If you use the VAT Cash Accounting, you’re also prompted to choose a VAT rate. Choose the relevant rate then click Yes. If the supplier payment has already been included on a VAT Return, the next return includes a reversal of the original transaction to account for the unallocation, and a re-entry for this payment on account.

The transactions are no longer allocated and you can make the necessary changes. The receipt becomes a payment on account and is available to allocate to another invoice or credit note when required.

To unallocate from an account allocation

  • 1. Go to Contacts, then click Suppliers and click the relevant supplier.
  • 2. Click the relevant supplier allocation on the activity list.
  • 3. Untick all transactions on the allocation.
  • 4. Click Save.

You have now deleted the allocation, all invoices, credit notes and payments associated with this allocation will now show as outstanding on the supplier activity.

To unallocate an invoice and credit note

  • 1. Go to either Sales or Purchases.
  • 2. Click the relevant invoice or credit note.
  • 3. Under Amount Paid, click the value.
  • 4. Click the value in the Amount column.
  • 5. Clear the check boxes for both the invoice and the credit note.

If the credit note covered multiple invoices, you need to change the amount paid for the credit note so it’s the same value as the invoice. For example, if the invoice was for £50 and the credit note was £100, change the amount paid for the credit note to -£50.

  • 6. Click Save.

You’ve successfully unallocated the invoice and credit note which are now outstanding. You can make any changes as required, or if the credit note was allocated to the wrong invoice, you can now allocate it to the correct invoice.

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