Record and allocate payments

This article applies to Aiwyn Practice. The Accounts Receivable transactions ledger is available only to firms on Aiwyn Practice.

Record a check, ACH or other payment a client sent you outside the payment portal, apply it to their open invoices, and match payments that were left unallocated, so each invoice and client balance is correct.

Before you start

• You can open Accounts Receivable in the left sidebar.
• The client exists in Aiwyn and has open invoices. The Allocation section lists only the selected client's open invoices.
• You have the payment details: the amount, how it was paid, a reference such as the check number, and the dates it was received and deposited.
• A payment belongs to one client. To pay invoices for two clients, record a separate payment for each.
• Payment method for manually posted payments are Check and ACH.

Steps

Record a payment

1. Select Accounts Receivable in the left sidebar. The Transactions tab opens.
2. Select the chevron (▾) on the right side of New transaction.
3. Select Payment....
4. In Client, type and select the client the payment came from. Their open invoices appear in the Allocation section.
5. In Payment method, select how the client paid. It starts as Check.
6. In Bank, select the bank account the payment is deposited into.
7. In Reference, enter the check number, transaction ID or other external reference.
8. In Transaction date, enter the date you received the payment.
9. In Deposit date, enter the date the payment was deposited.
10. In Note, add an internal note if you need one.
11. In Total payment amount, enter the amount received.
12. In the Allocation section, select the invoice this payment pays. Allocated amount and remaining update as you select. To apply the payment to more than one invoice, follow "Split a payment across invoices" instead.
13. Select Save & Close. To record another payment straight away, select Save & New... instead.

The payment appears in the Transactions list, and the invoice shows as Paid once the payment covers its full balance.

Split a payment across invoices

1. Enter the payment details, following steps 1 to 11 of "Record a payment".
2. In the Allocation section, select each invoice the payment should pay. You can select as many invoices as you need and you can set the amount applied to the selected invoices.
3. Check remaining. At zero, the whole payment is applied. Above zero, part of the payment is still unallocated.
4. Turn on This Transaction to review the allocation details.
5. Select Save & Close.

In the Transactions list, the payment's Allocation dot is filled green when it's fully allocated, or yellow when it's partly allocated.

Allocate an unallocated payment

1. Select Accounts Receivable in the left sidebar.
2. Set the start date and end date wide enough to include older payments.
3. Select the Unallocated badge above the transaction list. The list shows only payments and credits that aren't matched to an invoice, and the number on the badge shows how many there are.
4. Open the payment you want to allocate.
5. If the payment isn't linked to a client yet, assign it to the client's record.
6. In the Allocation section, select the invoice or invoices to apply the payment to.
7. Save the payment.
8. Select All to clear the filter and show every transaction in the date range.

The payment's Allocation dot is filled green when it's fully allocated, or yellow if you applied only part of it.

Related

• New Payment field reference
• Transactions list reference
• Work with the transactions list
• How allocation determines a client's true outstanding balance
• Why an invoice still shows a balance after a payment
• Why AR transactions are corrected, not deleted
• Record adjustments, memos and write-offs
• Use Quick Payment Links