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Unallocated items report

The Unallocated Items report is a housekeeping check. It lists money that has been recorded but not yet fully applied: payments sitting "on account" and credit notes with credit…

Unallocated items report

The Unallocated Items report is a housekeeping check. It lists money that has been recorded but not yet fully applied: payments sitting "on account" and credit notes with credit still to use, on both the customer and supplier side. Clearing these keeps your customer and supplier balances accurate.

Before you begin

  • Sign in and select your organisation. The report is available on every plan.
  • Functional-currency totals are shown in your functional currency; each line also shows its own document currency.
  • The report is always a snapshot as of now — there is no date control.

Open the report

Go to Reports and, under Operations, open Unallocated Items.

If everything is matched, you will see: "Nothing unallocated — everything is applied." Otherwise the report shows two headline totals — Total unallocated in (customer receipts on account plus unapplied sales credits) and Total unallocated out (supplier payments on account plus unapplied purchase credits) — followed by up to four sections.

[Screenshot required: Unallocated Items report showing the customer payments and credit notes sections]

The four sections

  • Customer Payments with Unallocated Balance — posted customer payments where part of the money has not been matched to an invoice.
  • Sales Credit Notes with Remaining Credit — issued customer credit notes not yet fully applied.
  • Supplier Payments with Unallocated Balance — posted supplier payments with money still to allocate.
  • Purchase Credit Notes with Remaining Credit — supplier credit notes with credit still to use.

Each payment row shows the date, counterparty, reference, the Amount, how much is Allocated, how much is Unallocated, and the unallocated value in your functional currency. Each credit-note row shows its number, date, counterparty, Total, Applied and Remaining. Every row has a View action to open the underlying payment or credit note.

How to clear an item

  1. Select the View action on the row to open the payment or credit note.
  2. Allocate the remaining amount to one or more open invoices — a customer payment or sales credit note against a sales invoice; a supplier payment or purchase credit note against a purchase invoice.
  3. Return to the report; once an item is fully matched it drops off the list.

You do not have to clear everything immediately — leaving a payment on account is a normal way to hold a deposit or a prepayment until the invoice exists. The report simply makes sure nothing is forgotten.

Note: Only Posted payments and issued credit notes are considered. A tiny remainder under 0.01 is treated as fully applied, so rounding differences do not clutter the list.

Export

Select Export CSV to download the full list of unallocated items.

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