Phoenix - User Help

When reporting GST on an accrual basis for Customers and/or Suppliers the GST is reported in the period in which an invoice is entered based on the GST rates on the dissections in an invoice. For this reason, unapplying a payment has no impact on the GST reported even if it was in a finalised GST period.

To unapply a payment open Customers (or Suppliers) and the customer (or supplier) sub-account in which a payment needs to be un-applied. Double left click the payment to be unapplied. (example below is for a supplier payment).

In the next window select Apply to Invoices.

This opens the Apply payments: Supplier (or Customer) window.

Click in the check boxes against the invoices to the payment was automatically applied then tick the correct invoice.  The payment is now fully applied to the correct invoice and there isn’t a Part Paid invoice. Closing the window saves the changes.

When there is more than one unpaid invoice for a customer or supplier, payments should be applied manually or one of the other methods of recording payments used so the correct invoice is selected at the time of recording the payment.  This avoids having part paid invoices or part applied payments unless that is the correct status, which can occur occasionally.  Correctly applied payments make it easier to see exactly which invoices are still outstanding and provide more accurate reporting.

When reporting GST on a cash basis for Customers and/or Suppliers the GST is reported in the period in which a payment is applied to an invoice based on the GST rates on the dissections in the invoice. It is therefore particularly important payments are applied correctly when reporting GST on a cash basis and the warning and information received when reporting or finalising GST with part payments is noted and followed. More...

Un-applying a payment for Cash based GST reporting in a finalised GST period may result in the calculated amount of GST no longer matching the amount reported to the ATO and cause issues within your data.  For these reasons a payment can’t be un-applied without first receiving a warning about the consequences and then un-finalising the GST Control as per the instructions.

Un-applying a payment for Cash based GST reporting in the current GST period follows the same process as un-applying a payment for Accrual GST reporting. More...

To un-apply a payment open Customers (or Suppliers) and the customer (or supplier) sub-account in which a payment needs to be un-applied. Double left click the payment to be un-applied. The example below is for a $10,000.00 customer payment which has been applied automatically and therefore to the oldest unpaid invoice instead of the invoice the payment related to.  The invoice and payment are in the finalised GST period.

The GST amount for the finalised GST period is GST Refund $7,334.26.

Double left clicking the highlighted $10,000.00 applied payment.  In the next window, select Apply to Invoices.

This opens the Apply payments: Customer (or Suppliers) window.

To un-apply the payment from the incorrect invoice click in the checkbox.  In this example that is to the left of the $16,800.00 invoice.  Because the July – September GST quarter has been finalised a message comes up.  Note the warning and follow the instructions to un-finalise GST and unclear the payment(s) to be un-applied.

With the GST un-finalised and the payment(s) un-cleared go back to Customers (or Suppliers) and open the customer (or supplier) and payment to be un-applied as before. Now in the Apply Payments: Customer (or Supplier) window the invoice to which the payment was applied to can be unticked and it applied correctly. Closing the window saves the changes.

In the example used going back and finalising the July – September GST the GST refund amount has now changed. The difference is the GST on $10,000.00 instead of $16,800.00.