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Demo Video :: Payment Allocations

Assigning a bulk payment on smeMetrics.

Once you have generated your invoices the next step would be to allocate/ assign a Once you have generated your invoices the next step would be to allocate/ assign a payment/s to the invoices. In this guide I will detail how to allocate a payment in order to assign it to multiple invoices. These payments would generally be in the case where the medical aid has paid for a few sessions on one remittance or where a client has paid in an amount to cover a few outstanding invoices. 

Please note :: Invoices need to be in an approved status in order to allocate a payment to the invoice. Unapproved invoices do not reflect in the payment screen or on the clients account statement. 

1 :: Click on Billing, then payments

2 :: Here you will find all your payments. To allocate a payment for a client click on the new button.

3 :: Once you have clicked on the new button the below screen will pop up, enter the client name and the amount paid, the date the payment was received and then the type of payment eg: cash, medical aid or EFT. Click save to create the new payment 

4 :: Once you have created the payment and clicked save you will see that the new payment is reflected in your payments screen. The payment is however in the remaining column as it has not yet been assigned to an invoice.

5 :: To assign the payment to the clients invoices select the payment and click on the edit button to open the below pop up screen.

6 :: All the customer’s invoices that are approved and awaiting payment will be displayed with their current outstanding amount. From here you can choose to allocate funds manually by clicking on the 0.00 amount under the Allocated column and typing in an amount for each invoice or you can choose to Auto allocate by clicking the + next to the remaining amount.

Please note – when selecting auto assign that the system will start assigning funds to the oldest invoices first but you can edit the amounts afterwards.

7 :: If you want to manually assign the payment to specific invoices Eg: from a remittance where the remittance advises which invoices were paid. You need to click the far right-hand column on the line with the invoice number and date and enter the paid amount manually. Once you have entered the amount, press the “enter” key on your keyboard to assign the amount to that invoice/s. 

9 :: Once you are happy with the allocations click on Save to allocate the payment.

Please note :: If the payment has fully settled the invoice/s they will be reflected in green in the column titles “Allocations” 

Please note :: If the payment has not fully settled the invoice/s the invoice/s, the invoice number and outstanding amount will be reflected in red 

Demo Video :: Payment Allocations

Assigning a single payment to an invoice on smeMetrics.

Once you have generated your invoices the next step would be to allocate/ assign a payment to the invoice. In this guide I will detail how to allocate a payment directly to the invoice. 

Please note :: Invoices need to be in an approved status in order to allocate a payment to the invoice. Unapproved invoices do not reflect in the payment screen or on the clients account statement. 

1 :: Click on Billing, then Invoices

2 :: All your invoices will reflect here, do a contact search to obtain the relevant client’s
invoices to be able to allocate a payment to the correct invoice.

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3 :: Once you have all the clients invoices listed, select the invoice that you wish to allocate a payment to and click on the radio button (little circle) next to the invoice number. Then click on the payment button. 

4 :: Once you have clicked on the payment button the below screen will pop up.

5 :: The paid amount block will reflect the invoiced amount, if you are allocating a payment that is less than the invoiced amount you can change the amount.

6 :: Click on the paid date button and enter the date the payment was made.

7 :: Click on the category button, the below drop down will appear. Select the type of payment that you are allocating and click on save.

9 :: Once you have saved the payment, If the amount is paid in full the invoice status will
change to paid. If not, the invoice status will remain as Approved.

When your client makes an extra payment or payment received more than the invoiced amount, the payment allocated to invoice and the remaining payment will appear as unallocated credits (little green note) next to the contact under invoices section.

Allocating the credit amount to the invoices:

The green money note appears next to the contact under the invoices section.

To allocate the credit you will need to follow the steps below.

Go to billing, then click on invoices.

Search for the contact, then click on the green money note. The below screen
will pop up.

Now click on the remaining amount in green, the below screen will pop up. You will see the credit amount in the “Remaining” column on the right hand side of the screen.

Now click on the edit button, to open the payment allocations screen as per the below image. Once you have clicked edit all unpaid approved invoices will appear in this section.

Click on the plus sign in red at the bottom (under Remaining). This will auto
allocate the credit amount to the oldest outstanding approved invoice/invoices then the
below screen will pop up.

Now that the credit has been allocated, click on the save button at the bottom of the
screen and the below screen will pop up reflecting the allocated credits.

As you can see the client no longer has an amount in the remaining column.

Demo Video :: Payment Allocations