The purpose of cash allocations is to allow cash to be posted against an existing invoice, where the cash is not available at the time the invoice is printed. The main reasons why this may occur are Cash on Delivery (COD) van sales where the cash comes back in when the van returns, and service un-authorised credit where the vehicle is collected by the customer after hours and payment is updated the next day. The priority at which you can access this option is set in the Allocate cash priority field on the Miscellaneous tab of the Flags-Priorities POS parameters.
Cash can be allocated to multiple invoices on the same WIP. You can make as many cash allocations as required against a single invoice. However, it does not support credit notes because it is normal business practice to give the money back at the point of raising the credit. Full cash posting is still available via the Sales Ledger. The cash allocation routine displays the remaining amount on an invoice including cash processed from Point-of-Sale not yet posted to the sales ledger.
Part payments made via the till box must only be made if taking a deposit or printing an invoice or credit note. The till box must not be used for cash allocations because the invoice number will be zero when the cash transaction is posted to the accounts. Postings via the till box directly affects the result in cash allocations, and updates cash allocations with whatever amount of money is processed.
Note: The operation of the till box and cash allocations are similar but are separate functions. Do not use the till box for cash allocations.
To allocate cash:
Load the Point-of-Sale WIP against which you want to allocate cash.
Note: In order to allocate cash, the lines must be costed (set to status X).
Select the Cash allocations option from the Tools menu.
The Cash Allocations form is displayed.
Select the document against which you want to post a payment and click the Allocate button.
The Payment Detail form is displayed.
Enter the value of cash paid into the Amount field. This maybe the full amount remaining or only part of the cash remaining.
Enter the payment details.
When you have completed the necessary details, the OK button is enabled.
Click the OK button.
The cash is posted to the Nominal Ledger invoice buffer.
The Cash Allocations form is displayed when you select the Cash allocations option from the Tools menu. From this form you can allocate cash to costed lines on the WIP.
Date: The date that the WIP line was costed.
Time: The time that the WIP line was costed.
Account: The Sales Ledger account number against which the line was costed.
Document number: The invoice number against which the line was costed.
Value: The total value of costed lines on the WIP that relate to this invoice, including VAT.
Allocated value: The total value of cash previously allocated against the invoice. If no cash has been allocated to this invoice the field is set to 0.00. Cash previously paid to date against this invoice is displayed in this field.
Remaining value: The total value of cash to be paid against the invoice. If no cash has been allocated, the field is set to the total value of cash to pay off the invoice. If no cash is remaining, the field is set to 0.00 and the line is highlighted in RED.
PUSH BUTTONS:
Allocate: Allows you to enter the payment details.
Cancel: Cancels the operation.
Legend:
Incorrect account: The line is highlighted in BLUE if the account code on the WIP header is not the same as the account code on the line that you are trying to pay. The Allocate button is not enabled until the account codes are the same.
Fully allocated: The line is highlighted in RED if cash is fully allocated against the invoice.
Service Point-of-Sale Operation
