Configuration for automatic payment allocations
ezyVet usually does payment allocation automatically. For example, after you receive payment for an invoice, ezyVet automatically connects the payment record to the invoice record.
ezyVet has a system setting to configure automatic payment allocation. The setting is Automatically Allocate Financials From Credits or Payments Upon Invoice Approval:
If you set Automatically Allocate Financials From Credits or Payments Upon Invoice Approval to Yes, ezyVet does these steps when you approve an invoice:
- ezyVet does a check of the client's account balance
- If the client has an account credit, ezyVet automatically allocates the credit value for payment of the invoice
- If the credit value was not sufficient to pay the invoice, ezyVet shows a New Payment dialog box
- The Payment box of the dialog box shows the remaining quantity that the client must pay for the invoice
- In the Record Allocation section of the dialog box, ezyVet automatically connects the payment to the invoiceNote: If the client has many invoices that they did not pay, ezyVet automatically connects the payment to the first invoice that they did not pay.
Payment allocation example shows the New Payment dialog box after invoice approval. The Payment box shows 118.00 because the client must pay a quantity of $118.00 for the invoice. The number 400025 in the Record Allocation section identifies the source invoice for the payment. The Allocation box shows 118.00 because ezyVet automatically allocated the full value of the client payment to the invoice.
If you set Automatically Allocate Financials From Credits or Payments Upon Invoice Approval to No, staff must manually enter a value for a payment allocation quantity after invoice approval. To enter the value:
- Approve the applicable invoice
- In the the Record Allocation section of the New Payment dialog box that shows, find the record entry for the invoice
- In the Allocation box of the entry, enter the applicable value