This add-on allows you to automatically allocate a client's unallocated payments & credit notes to an invoice when the invoice is approved.
Enabling the Add-on
Click on "Account & Settings" and then click on "Integrations & Add-ons".
Use the "Search" field on the right and enter "Automatic Allocation".
Click on "Enable" under the add-on's section.
You'll be directed to the settings page where you can confirm or change the "Start Date".
NOTE: The "Start Date" is set to the date the add-on is enabled by default. You will need to make sure to set the start date since this determines which payments and credit notes will be automatically allocated.
Settings
Start Date - Use this field to set the start date in the "Start Date" field. When setting the "Start Date", only payments and credit notes with dates on or after the start date with be allocated to clients' invoices automatically. You can leave the "Start Date" field blank to allocate payments and credit notes with any dates.
You can change the "Start Date" field at anytime by following the steps below:
Click on "Account & Settings" and then click on "Integrations & Add-ons".
Use the "Search" field on the right and enter "Automatic Allocation".
Click on "Manage" under the Automatic Allocation Add-on.
Trigger Method - You can set the type of method you'd like the automatic allocation to use and the following options are available:
Automatic - This method allocates unallocated credits and payments automatically when an invoice is created with a status of approved (or when the status is updated to approved).
Manual - This method allocates unallocated credits and payments when you manually trigger the process. This is useful if you need to allocate payments or credits to invoices that have already been approved.
Both - When selected, it uses the automatic method and also supports the manual method.
Usage
When creating an invoice and using the "Automatic" trigger method, automatic allocation occurs when an invoice status is set to "Approved". This includes the following invoice creation methods:
An invoice that is created and set with the status "Saved" will not have payments or credit notes automatically allocated until the status is changed to "Approved". If you create invoice in the "Saved" state, you can use one of the following methods to set it to "Approved":
Edit the Invoice and set the status to "Approved": Editing Invoices.
Approve Invoices in Bulk: Approve & Email Multiple Invoices at Once.
Any unallocated payments and/or credit notes are automatically allocated as soon as you approve them using one of the two methods above.
NOTE: Auto allocation is performed before sending an invoice email to the client. The invoice balance the client will receive will be the invoice total after any payment or credit allocations have been deducted.
Manually Triggering Auto Allocation
When using the "Manual" or "Both" trigger methods, an "Auto Allocation" option is displayed in the sidebar on the right hand side of the invoices and payments tables.
When clicked, you will be directed to the form that will allow you to set the "Start Date". Only payments and credit notes with dates on or after the start date will be allocated. You can also leave the field blank to allocate from any date.
You can begin a manual auto allocation by following the steps below:
Click on "Billing" and then click on "Invoices" or "Payments".
Click on "Auto Allocation" on the right-hand side.
Select a date in the "Start Date" field or leave it blank to allocate from any date.
Click on "Allocate" to begin the allocations.
NOTE: With Manual Allocation, invoices will be allocated to in the order that the invoices were created.