When a payment is entered into the Payment Entry window, it is allocated automatically. There may be times when you want to change how a payment is allocated. The following steps will show you how to change allocations on both unprocessed and processed payments.

   To change the allocation on an unprocessed payment

An unprocessed payment is a payment that has been entered but has not been included on a final statement and updated. If the payment has been included on a final statement, you must first unbill the final statement the payment appeared on before it can be reallocated. You can then use the following steps to change the payment allocation.

  1. In the Quick Launch, search for and select “Payment Entry.”
  2. Click the Client button and select the desired client.
  3. Click the Reference button and select the desired payment entry.
  4. Click the Payment Allocation button.
  5. Click the Reset to Defaults button and click Yes when asked to confirm that you want to reset the payment allocations to their default amounts.
  6. Click Done.
  7. Press Ctrl+S to resave the payment.

   To change the allocation on a processed payment entry

A processed payment is a payment that has been final billed and updated. Before you can change the allocation of a processed payment, you must first reverse the payment and reenter it in the payment entry window. The following steps will guide you through this process.

  1. In the Quick Launch, search for and select “Payment Adjustment.”
  2. Click Yes to make a backup.
  3. Click the Client button and select the desired client.
  4. Click the Reference button and select the desired payment ledger record.
  5. Select Reversal in the Adjustment Type section.
  6. Specify the desired Date of Adjustment. This date is used for the payment reversal client ledger record.
  7. Click OK.
  8. Click Yes.
  9. If a Payment Adjustment Description window appears, entered the desired description (e.g., "Reversed payment to change allocations") and click OK.
  10. Click OK.
  11. In the Quick Launch, search for and select “Payments” or “Payment Entry.”
  12. Create a new payment entry for the client selected in step 3. Make sure the amount is the same as the original amount and the date is the same day as the Date of Adjustment specified in step 6.
  13. Press Ctrl+S to save the payment entry. This step will also allocate the payment again to the client's balance due amounts.
  14. Optionally, you may want to reprocess the payment by generating a final statement and updating it with only the new payment included.

GL Integration Note: Changing payment allocations will cause adjusting journal entries to be created in GL.

See also:   Changing a Payment Entry