Allocation Clear Down (Zero Receipts)
- Brett Talbot
- Richard Turnbull
When bookings are changed, if an invoice has already been raised, Schoolworks will either raise a further ‘different invoice’ (if the Credit & ReInvoice tickbox is unticked), or it will credit (reverse) the initial invoice and raise a new invoice (if Credit & ReInvoice is ticked).
When credit (reversals) are raised, and if the initial invoice has not been receipted, Schoolworks will automatically cross allocate the credit to the invoice.
If the initial invoice has been receipted, there sometimes can be Credit and Invoice’s left behind which need to allocated to each other.
To allocate Invoices to Credits, we can use a ‘Zero’ receipt.
It is important that all Credits and Receipts are allocated in the system to avoid a build up of unallocated finance - this can impact on reporting and further changes made to the related Enrolments/Accounts.
There may be cases where there is a Invoice and a Credit on an Account that equal each other (so the Account Balance may be £0), but they are not allocated to one another for various reasons.
Typically, processing all finance through the Enrolment will automatically allocate a Credit to an Invoice, but this does not happen in all use cases.
An example of a Credit might be a particular enrolment change; or it could be a ‘manual’ credit as a refund for goodwill or an issue at the school.
A clear sign there are unallocated credits is if there are values in the Total Balance column against a transaction which are not balances owed.
Consider the following example, where the Account balance is zero, but the Credit is not allocated to the Invoice (values are showing in the Total Balance column for each transaction):
Steps
It is possible to ‘cross allocate’ Invoices and Credits together using a £0 value Receipt.
Open the Receipt screen in the relevant Account.
Complete the receipt as follows:
Select the Clear Down Bank Account and Payment Method
We use a separate ‘Clear down’ bank account to keep these clear down transaction away from the bank accounts
This means you can also ‘audit' the Clear down account and ensure it balances to Zero.
Enter a Description
Tick “Show CRE” in the right hand panel
Tick allocate on both transaction lines
Ensure the receipt is £0
Press Process Receipt
This allocates the Credit to the Invoice.
The Finance Details screen will now look similar to this (note the £0 figures in the Total Balance column):
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