T6: Unallocated credits won't go away

This article relates to Transactor 6



Some payment receipts or credit notes are not fully allocated. You need to un-allocate at least 3 months of payments, then reallocate them (auto-apply) in date order (oldest first). You may need to go back more than 3 months if you suspect the problem started further back. 

SOLUTION
 

What does it mean - unallocated? 
Some credits (payment that credits) have been entered but not all of their value has been allocated to invoices (charged jobs). This can happen if an old booked out charged job has been retrieved and modified. If any credits had been allocated to it, then that value is now left 'hanging' unallocated.

How to get rid of the unallocated credits? 
If the (unexpected) aged debt for that customer is showing value in the 3 month+ range, then we don't know exactly where the unallocated credits lie. So to be safe, unallocate all payments/receipts/credit notes for that customer. Then reallocate them (auto-apply) in date order (oldest first) 
If the (unexpected) aged dept for that customer is only in the 1 or 2 month range then you only need to unallocate the last 2 or 3 months payments/receipts/credit notes for that customer, then reallocate them (auto-apply) in date order (oldest first). 

TROUBLE SHOOTING 

If you seem to have strange happenings such as ticks or half-ticks next to transactions that "won't go away", or ticks where you don't expect them, use the Transactor utility to clean this up:
  • Exit Transactor and do a backup if prompted 
  • Log back in to Transactor, then from the Tools menu, choose Utilities 
  • Choose Regenerate Paid/Alloc Indicators. Note, this process may take from 5 minutes to several hours depending on your system and amount of data. Do not use the PC until the hourglass returns to a normal cursor. 
  • Once the process is done, close the Utilities dialog. Now you should be able to un-allocate and re-allocate any payments and credits. 
If you suspect other problems are occurring, perhaps after a power glitch, or after Transactor has been incorrectly closed down without exiting then contact the Transactor help desk.

What do you mean by 'unallocate' and 're-allocate'? 

To unallocate a payment/receipt or credit note:
  • With the customer selected onto the Main Form, choose F11 Customer History 
  • Right click a credit transaction, and choose 'Allocate Credit'. 
  • In the Allocation Dialog, choose Un-Apply. Click Close 
  • Scroll backwards in the History window, to identify and unallocate all the credits for the period which may be affected. To be sure, you can unallocate all payments going back a whole year (unless you believe the unallocated credits problem started before that!). 
To re-allocate a payment/receipt or credit note:
  • With the customer selected onto the Main Form, choose F11 Customer History 
  • Right click a credit transaction, and choose 'Allocate Credit'. 
  • In the Allocation Dialog, choose Auto-Apply. Click Close 
  • Start with the oldest unallocated credit that you can see in the History windows, and work forwards taking care to Allocate and Auto-Apply every single credit.

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