Entering unallocated payments

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An unallocated payment is money paid by the practice to an employee who does not as yet have an invoice against which to match the payment. For example, when cash is deposited in advance of the services being billed. Once the prepayment has been entered, it is posted to update the employee’s ledger. There is no matching at this stage as the invoice has not yet been received. When the invoice is received, entered and posted, the unallocated payment can then be matched.

Enter unallocated payments

On the main menu, click Bookkeeping > Cash Posting > Employee Ledger.
In the Employee Ledger window, if the employee Payments window is not displayed, select the Payments option.
Select the Company.
The system uses the Account field to display the account from which the payment is drawn. Account details are maintained in Nominal Maintenance.
In the Source field, select the payment method from the drop down list.
Enter the Employee Code.
When the code is entered the employee's name is automatically displayed in the Employee Name field.
Enter the Employee Name. When the employee's name is entered, the Employee Code is automatically displayed.
Enter the Date for the payment.
Enter the payment Number. This could be the cheque number or a reference number.
Enter the payment Description, if required.
Enter the Amount for the current payment.
If the payment is being made by cheque, select the template to be used from the Style drop down list.
Click Post.
The Tax on Unallocated Cash window appears.
Select a Tax Rate from the drop-down list to apply to the unallocated cash.
Click OK.
The posting confirmation message appears.
Click Yes to proceed with the posting of the unallocated cash, or No to cancel the posting and return to the Payments window.
The unallocated receipt appears in the Payments window.