Allocating payments to multiple documents

Originally written by Luke Mavin. Published 26 April 2024 on the Motasoft VGM Help Centre.

In VGM, you can efficiently assign a payment to multiple invoices or credits. Here's how you can do it, using sales receipts as an example

Allocating a sales receipt to multiple documents

1. Go to "Financial > Sales Receipts" to access the sales receipts module.
2. Create a new sales receipt by clicking on the "New" button.
3. Enter the necessary details such as customer information, payment date, payment type, amount, and reference.
4. Once entered, the payment will appear in the grid below.
5. Click on the payment in the grid and then click on the "Allocate" button. This will open the allocation window.
6. In the allocation window, you'll see two tabbed areas:
   • Outstanding Documents: Lists financial documents (e.g., invoices) with outstanding amounts.
   • Allocations: Lists financial documents already allocated to this sales receipt.
   

Allocating Payment to Financial Documents

1. In the "Outstanding Documents" tab, select the document you want to allocate the payment to.
2. The form at the bottom will pre-populate with the outstanding balance of the selected document. You can adjust this amount for partial allocation if needed.
3. Click on the "Allocate" button to assign the selected amount from the sales receipt to the chosen document.

Removing an Allocation

1. To remove an allocation, switch to the "Allocations" tab.
2. Click the red x next to the allocation you want to remove. This will add the allocated amount back to the available balance.