Working with Unallocated Funds

In this article:

• Reviewing Unallocated Funds When Processing a Client Receipt
• Viewing Unallocated Funds 
• Applying Unallocated Funds to Other Invoices 
• Refunding Unallocated Funds 

Unallocated funds are those monies you've received from a client that have not yet been assigned to a specific purpose. 

There are several different ways you can work with these unallocated funds, including allocating the funds when you process the client receipt, applying funds to other invoices, or refunding the client.

Reviewing Unallocated Funds When Processing a Client Receipt

When you create a client receipt, you have options for determining how you want to process the unallocated funds: 

1. This shows the Amount deposited into the bank account.
2. This Pay amount will be paid against the invoice. You cannot apply more than what is outstanding on the invoice.
3. The information in this blue box indicates whether there are unallocated funds and gives you the option to leave these as unallocated funds. 

Viewing Unallocated Funds 

To view unallocated funds:

1. In Actionstep, go to Billing > Payments. The Payments page appears. 
2. In the list of payments, scroll to the right until you see the Unallocated Funds column.
3. Optionally, click the column heading to sort unallocated funds to the top of the list, showing the highest amount first.
   

Applying Unallocated Funds to Other Invoices 

You can apply unallocated funds to invoices dated on the same date as the receipt date or before. This is done by finding the original client receipt with the overpayment and applying the overpayment to any additional invoices that are listed. 

To do this: 

1. In Actionstep, go to Billing > Payments. The Payments page appears.
2. Click the link for the receipt that has the overpayment. The Edit Client Receipt page appears where you can view the unallocated payment and apply it to the additional invoice(s). See Processing Client Payments for instructions on working with the fields on this page.

Refunding Unallocated Funds 

You can refund allocated funds back to a client.

To do this: 

1. In Actionstep, click the global Create button and choose Client Refund from the Billing section. (You may need to click Show all if you don't see this option.) The New Client Refund window appears.
2. Make the following selections:
   • Choose your Payment from account.
   • Click the Payment method to choose how you will refund the funds. You have several options to choose from, including checks, EFTs, card-based refunds, and deposits. (Depending on your selection, provide any additional required information about the payment method.)
   • Use the Payment to drop-down lists to choose who the refund will be assigned to. 
   • Enter a Journal memo or use the Quick-code drop-down list to apply existing memo text.
3. Click Save to save the changes and process the refund. You must then physically refund the money back to the client.