Payment allocation view lists all purchase invoices, travel and expense invoices, salary payments and tax payments that haven’t automatically been allocated as paid by the bank statement information.
This function is found in Payments > Payment allocation.
Note! When allocating and reconciling sales invoices and their payments, the following functions can be used, for example:
- A sales invoice has been paid with a wrong reference number - Correcting the reference number and allocating the payment
- A sales invoice has been paid without reference number - Allocating the bank statement transaction
- Reconciliation report for open invoices
Buttons in the view
Allocate selected button allocates the selected rows as paid.
Invoice button is used to go to the Invoice view of the chosen row.
Accounting button is used to go to the Accounting view of the chosen row.
Why does a payment end up in this view?
The receipts in this view have an active payment transaction status of Payment sent to bank even if the actual payments have already left the bank account. The list includes also the receipts that have the status of Marked paid, but which at the same time have still a payment transaction in the status of Payment sent to bank. These receipts in status Marked paid disappear from the list only after the payment transaction in status Payment sent to bank is removed.
The failed payment allocation may stem from for example the following reasons:
- The payments have had wrong reference numbers.
- The bank statement, in which the payments are visible, is not yet arrived to Procountor. If the user organization has a weekly or monthly bank statement, there are probably payments in the Payment allocation view just because the bank statement to be used for allocations has not yet arrived.
- Payment is pending due to so called “night transfer”: the payment may be visible only a day or several days after the payment has been made. It is not recommended to make a payment again right away in these situations.
- The payment or payment batch has been denied due to insufficient funds – in these kinds of situations also all payments in the batch are denied. In addition to this, the following should be noted if a Danske Bank’s account is used: if the funds have been insufficient on the payment day, the system will continue trying to make the payment again for three banking days. For this reason, the payment should not be tried to be paid again manually, but instead it is recommended to be in touch with the bank to resolve the issue.
- Before making payment allocations, it is important to verify from the bank statement that the payments to be allocated have actually been paid. The Paid status set for the receipts with this function is not reversible afterwards.
- After the payments have been verified as really happened, the receipts to be allocated are chosen from the list in the Payment allocation view.
- After the receipts have been chosen, the clicking of the Allocate selected button changes the receipts’ statuses to Paid and the transactions disappear from the Payment allocation view.
Note! Making allocations does not create accounting entries. The function only marks the receipt to the Paid status. Therefore, the accounting should be checked and adjusted from receipts and bank statements if needed.
Payment allocation function creates an action named Allocate payment manually to invoice transaction information. The information includes also the name of the user who made the allocation as well as a timestamp of the allocation.
The invoices allocated with the Payment allocation function can be searched in the Receipt search by choosing Allocate payment manually from Invoice event type drop-down menu that is found in the advanced search section.