How to apply Receipt amounts to specific charges using manual allocation.

Overview

Manual Receipt Allocation is the background process of allocating a payment to specific unpaid charges on an account.

The Receipt amount is applied to settle any outstanding charges on the account, bringing it into balance.

Please Note! If no manual allocation is applied, RMS will automatically allocate receipts to outstanding charges using the accounting date. This ensures that older charges are prioritized over more recent ones.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Suspense Receipt

If there are no charges on the account or the Receipt amount is greater than the total unpaid charges amount on the account, the unallocated portion of the Receipt will become part of the Suspense Receipt amount.
Suspense Receipt amounts demonstrate the movement of additional funds that are not yet allocated to a charge anywhere in RMS, including advance deposits or overpayments.

Receipt Allocation to charges is managed on an account-by-account basis, and an overall record of movement for unallocated amounts from all Receipts is reported as a total sum of Suspense Receipts on the Suspense Receipts report.
(Reports > Accounting > Suspense Receipt).

Manual Allocation Guide

Users can opt to manually allocate a payment to selected charges when creating a Receipt on an account. 

Open the Account in RMS.

1. Select Receipt.
   
    
2. Select Manual Allocation.
   
    
3. Select the Charge/s to allocate the payment to.
4. Select Apply/Exit.
   
    
5. Select the Receipt Type.
6. Enter the Receipt amount.
7. Select Process.
   

Please Note! Manual allocation must be performed at the time the receipt is entered. It cannot be applied retroactively.

Tour Desk Charges

When a reservation includes a Tour charge created through the Tour Desk module, the charge will appear in the Manual Allocation screen regardless of the tour date. This includes charges with a future date, allowing staff to collect payment in advance of the scheduled tour. Once a Tour charge is allocated in full, the payment status for the corresponding ticket in Tour Tickets will update automatically to reflect the payment.

Tip! To allocate a receipt to a future dated Tour charge, follow the Manual Allocation Guide steps above. Future dated Tour charges will appear in the list of charges in Step 3.