Overview
The Open Items list shows all posted transactions, including invoices, credits, payments, and miscellaneous debits and credits.Each open item starts with a balance equal to its value. Open items can be allocated against each other - for example, an open payment can be allocated against an open invoice - and the balance of each item is adjusted accordingly. When an item is fully paid and allocated, it is no longer outstanding in the open items list for that card.
Viewing open items
- In the navigation pane, click Relationships then Open Items.
- Use the filter in the Home ribbon to view items of particular types:
- All open items
- All customer open items
- Unallocated open items
- Unallocated customer open items
- Unallocated supplier open items
- All supplier open items
You can allocate or unallocate an item from this view. This can only be done if the open item has no allocations, or has allocations but can be unallocated.
Allocating an open item
- In the filter list, select the filter that best matches the item you want to allocate. This will be "Unallocated open items", "Unallocated customer open items" or "Unallocated supplier open items".
- Locate the item you want to allocate. This can be made easier by sorting the view by Card. If you know the card ID, you can enter it in the Card field to find all open items for that card.
- Click the item you want to allocate, then click Allocate. The Allocation window will open with a list of all outstanding open items.
- Complete the allocation. For more information, see Allocations.
- When you have finished, click Finalise to complete the transaction.
Unallocating an open item (reversing an allocation)
- In the filter list, select the filter that best matches the item you want to unallocate. This will be "All open items", "All customer open items" or "All supplier open items".
- Locate the item you want to unallocate. This can be made easier by sorting the view by Card. If you know the card ID, you can enter it in the Card field to find all open items for that card.
Click the item in the list, then click Unallocate. A window will appear containing the date of the allocation and asking you to confirm your action:
- Click OK to reverse the allocation.
Printing multiple open items in one report
Select multiple open items by holding down the Shift key and clicking on each open item.
Click Show in Report and select one of the layouts.
The report will appear on the screen.
