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Payments and Allocation

Payments record money received. Allocation connects payment amounts to invoice balances.

How to Record a Manual Payment​

  1. Go to Finance, then Payments.
  2. Click Record Payment.
  3. Search and select the customer.
  4. Select the invoice if the payment should be allocated immediately.
  5. Enter payment amount, method, type, date, and reference.
  6. Add remarks if needed.
  7. Save the payment.
  8. Confirm the toast and payment ledger update.

How to Allocate a Payment​

  1. Open the payment detail page.
  2. Review the unallocated balance.
  3. Select the invoice to allocate to.
  4. Enter the allocation amount.
  5. Confirm the amount does not exceed the unallocated balance.
  6. Click Apply Allocation.
  7. Review allocation history and invoice balance.

How to Auto Allocate a Payment​

  1. Open the payment detail page.
  2. Click Auto Allocate.
  3. Review the suggested invoices and amounts.
  4. Confirm the allocation.
  5. Check the invoice links and remaining unallocated balance.

Payment Sources​

SourceUse
Payment gatewayOnline checkout payment such as BoldPay
Credit card terminalOffline terminal payment entered manually
Bank transferManual bank payment
CashManual cash payment
Bukku-linked paymentPayment synced to or from Bukku

Payment method labels should be readable. Do not show internal values such as provider codes when a human label exists.

Allocation Rules​

  • A payment can be partially allocated.
  • A payment cannot allocate more than its unallocated balance.
  • Allocation should auto-filter invoices by selected customer.
  • If one open invoice exists, allocation should be easy to apply.
  • Allocation history should be visible in table form.
  • Invoice links should open the invoice detail page.

Auto Allocation​

Auto allocation should be available when finance wants the system to allocate a payment against eligible open invoices.

Suggested priority:

  1. Same customer.
  2. Oldest unpaid or partial invoice.
  3. Deposit invoice or current invoice required for access.
  4. Remaining balance until payment is fully allocated.

Manual Payment Entry​

Manual payment entry should capture:

  • Customer
  • Invoice where applicable
  • Amount
  • Payment method
  • Payment type
  • Reference number
  • Payment date
  • Remarks

Customer and invoice fields should use searchable comboboxes.