Unallocated payments and items
Money that has been recorded but not yet fully matched to a document is unallocated. A small unallocated balance is normal — a deposit you have not applied yet, or the remainder of a lump sum — but it is worth reviewing so nothing is left sitting on account by mistake. The Unallocated Items report gathers it all in one place.
What counts as unallocated
The report is a point-in-time snapshot of money that has not been fully applied:
- Customer payments you have posted that still have an unallocated balance (money received on account);
- Sales credit notes you have issued that still have credit remaining to apply;
- on the purchase side, supplier payments with an unallocated balance and purchase credit notes with remaining credit.
Only posted payments and issued credit notes are counted — drafts do not appear. A balance smaller than the currency's smallest unit (a penny for pounds, one yen for yen) is treated as fully applied.
Open the report
Go to Reports → Unallocated Items.
At the top you will see two totals, both in your functional currency:
- Total unallocated in — customer receipts on account plus unapplied sales credits (money owed to, or held for, your customers' benefit that is not yet matched).
- Total unallocated out — supplier payments on account plus unapplied purchase credits.
Below the totals, each category is listed in its own table. For customer payments you will see the Payment date, Counterparty, Reference, Amount, Allocated, Unallocated, and the Unallocated amount in your functional currency.
[Screenshot required: Unallocated Items report showing the two summary totals and the Customer Payments with Unallocated Balance table]
If everything is matched, the report simply says "Nothing unallocated — everything is applied."
Clear an unallocated payment
To apply money that is sitting on account:
- On the report, find the payment in Customer Payments with Unallocated Balance.
- Select the view (eye) action on its row to open the payment.
- Select Add Allocation and match it to one or more invoices. Full steps are in Allocate an existing payment.
To clear an unapplied credit note, open it from its row and apply it to an invoice — see Apply a credit note to an invoice.
Export the list
Use the export control on the report to download the unallocated items as a CSV, for example to review with your accountant or to work through at month-end.
Important notes
- The report is a snapshot as of now. It reflects allocations at the moment you open it; allocate some money and refresh to see it drop off the list.
- A payment can be partly allocated — it will show the amount already Allocated and the amount still Unallocated.
- Money that has gone back is never unallocated. A refund or a lost chargeback comes off what a payment has left, and a payment that has been refunded or reversed in full has nothing left at all — even if part of it was on account before. The payments lists, each payment's own page and the payments exports all show the same figure. A reversed supplier payment's page says Nothing to allocate rather than "Fully allocated".
- Leaving money on account is not an error; the report simply helps you keep it visible until you are ready to match it.