Allocate a receipt to a sales invoice
Where: Posted/Partially allocated customer receipt → Allocate to invoice.
Who: payment.allocate, payment viewing, sales.invoice.view for the selector and access to both records' unit.
The compatibility checks
Invoice currency compatibility is enforced by the current browser selector. It does not perform conversion or offer a cross-currency override. Do not infer that every external/API path supplies an exchange service.
1. Find the invoice
- Open the correct receipt and select Allocate to invoice.
- Check the dialog's Available amount and customer/unit/currency context.
- Enter Invoice number and select Find invoices.
- Choose the intended Invoice from the compatible results.
- Verify its number, displayed Amount due and currency against the customer's instruction.
The dialog fetches invoices in pages of 20 for the same customer/unit and filters eligibility on that page. Use Previous invoice page / Next invoice page if needed. A page with returned invoices but no compatible result does not prove every later page is empty.
| Message | Meaning / action |
|---|---|
| Invoice lookup requires sales.invoice.view | Resolve invoice viewing permission |
| No invoices returned for this customer and business unit… | Check number, Partner ID, unit and current tenant |
| Invoices returned… but none are eligible | Check currency, Posted state, positive due and prior allocations; try a narrower number or next page |
2. Enter amount and notes
| Field | Example | Rule |
|---|---|---|
| Invoice | INV-A1B2C3D4 — due 327.60 GBP | Select the actual compatible result |
| Amount | 200.00 | At least 0.0001, up to four decimals, within both balances |
| Notes | First instalment, remittance CA-441 | Optional, maximum 500 characters |
Maximum allocation = smaller of Receipt Available and Invoice Amount due
Example: Available 200, bill due 327.60 → maximum 200. Available 400, bill due 327.60 → maximum 327.60. There is no automatic over-allocation credit/refund operation.
3. Save and verify
- Review the receipt, invoice and amount together.
- Select Allocate. The save occurs from that dialog; do not expect an additional approval stage.
- The dialog closes on success and the receipt detail refreshes.
- Check the allocation row's Invoice ID, amount, base amount and notes.
- Open/reload the invoice and check Paid / credited, Amount due and state.
For a receipt of 200 applied to a bill of 327.60, expect receipt Allocated/Available 0 and invoice Partially paid/Due 127.60. The invoice's Paid / credited includes any effective credits as well as these allocations.
A receipt–invoice pair is unique
You cannot allocate this same receipt to this same invoice twice. It is excluded from the selector after the first allocation, and the server rejects a second row.
Plan the intended amount for the pair before saving. Example: receipt 200, bill due 327.60. Allocate 200 once if all 200 is for that bill. Allocating only 100 first does not leave an option to top up another 100 from this receipt to the same bill.
There is no allocation edit/delete/reversal command in the generic screen. See Allocation patterns before splitting a remittance.
Failure and concurrency
The displayed balances are a snapshot, not a reservation. Another user's payment or an existing credit can change invoice due before save.
If the save fails, read the message. For an uncertain outcome, Close the dialog after the request completes, refresh/reopen the receipt and inspect its allocation rows before retrying. Do not record a duplicate receipt or choose an unrelated invoice to bypass the refusal.