Choose the counterparty first
Open the bank settlement match for the relevant receipt or payment and select the customer or supplier. Balansix can then show open invoices/credits and, where applicable, brought-forward subledger balances for that party.
Allocate the amount
- Select one or more open items.
- Enter the amount to allocate to each item.
- For a partial payment, allocate only the amount actually settled.
- For one payment covering several invoices, split the payment across those invoices.
- For several payments settling one invoice, allocate each bank line to the same open item until it clears.
What if an invoice or bill is paid twice?
Do not force the second payment against another invoice. Record the excess as an on-account/overpayment position for that customer or supplier. It can be allocated later when it is refunded or applied to another genuine item.
Match an opening balance with no invoice
If the brought-forward debtor, creditor or accrual was imported as opening subledger detail, the bank payment/receipt can be allocated to that opening item even though the historic invoice is not stored in Balansix. The allocation clears the related brought-forward balance rather than creating a new current-year expense or income entry.
Cash VAT
For Cash VAT workflows, VAT becomes reportable based on the settlement/allocation logic. Do not mark an invoice as paid merely to release VAT. Use the actual bank settlement.