Move Allocation

When a debtor overpays an invoice, Xperios does not leave the extra sitting there. It passes it to the oldest invoice that is still owed, and records the transfer against both.

That is the right answer nearly every time. Move Allocation is how you correct it on the occasions it is not — sending the credit to a different invoice instead, all of it or part of it.

What it changes, and what it does not

The credit still comes from where it came from. Only the invoice it pays changes.

An allocation is always a matched pair: a line on the invoice the credit came from, and a matching line on the invoice that received it. Moving the allocation repoints the receiving end and rewrites the other line to name the invoice the credit now goes to, so the two stay consistent with each other.

This correction sticks

Allocations are recalculated automatically as invoices and payments change, which is why hand adjustments usually get overwritten. A move made here is deliberately kept within what the destination invoice owes and keeps the pair matched, so the automatic process reads it as correct and leaves it alone.

Moving one

1. Open the contact record and go to the Debtor tab.
2. Click Invoices and select the invoice the credit went to.
3. Expand the allocated transactions and select the allocation line.
4. Click Move Allocation on the toolbar.

The dialog names the amount, where it came from, and where it is currently going — for example "£45.00 transferred from Invoice 1043 is currently paying Invoice 1102".

Then choose:

Move all of it — the whole allocation goes to the invoice you pick.

Move part of it — enter an Amount to move. The remainder stays where it is.

Finally, select the invoice this credit should pay instead and save.

When it will not let you

The dialog stops you rather than producing an allocation that would be undone or would take money twice.

Message	What it means
There is nowhere this credit can go. This debtor has no other invoice still owing anything.	Everything else is settled, so there is nothing to move it to.
There is nowhere this credit can go. The invoices still owed are collected by a payment schedule, which would take the money again by direct debit.	Moving it would leave the schedule to collect the same money a second time.
Only £n can be moved — an allocation cannot pay an invoice more than it owes.	You have asked to move more than the destination invoice is short by.
The matching half of this allocation could not be found, so it cannot be moved.	The pair is incomplete, so moving one half would leave the ledger inconsistent.

The second of those is the one worth reading twice. If an invoice is being collected by direct debit, the schedule will still ask for the money — putting a credit against it does not stop that, so Xperios does not let you create the situation.

Move Allocation or Re-Allocate Postings?

They sound similar and do different jobs.

Re-Allocate Postings moves a payment — a receipt the debtor made — onto a different invoice.

Move Allocation moves an automatic transfer of an overpayment between two invoices. The payment itself does not move.

If a parent's payment went against the wrong invoice, you want Re-Allocate Postings. If the payment is right but the resulting overpayment went somewhere unhelpful, you want this.