Apply Unapplied Transactions

Use this form to apply unapplied transactions for open item suppliers. Unapplied transactions are those that were not applied to another transaction when they were created. For example, a payment or credit note that was not matched to any invoice, or a journal that was not matched to any existing transaction.

Use this form to match unapplied transactions to existing transactions for a supplier. Multiple debit transactions can be matched against single credit transaction, or visa versa. For example, if you have two invoices, with values of $49.95 and $69.95, you can match them against an unapplied credit note for the value of $119.90. You can only match the $49.95 invoice to the unapplied credit note. Greentree Desktop retains a balance of $69.95 as unapplied for the credit note.

You can view or match any AP transaction with a hold code of none that has an unapplied value associated on this form. As transactions become fully matched or applied, they move to the Applied Transactions form.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Supplier Details

Select the supplier of the transactions to review. You can use either the Code, Alpha, or Name to select the supplier. When the supplier is selected, all transactions for the supplier that have an unapplied value greater than zero display on the Unapplied Transactions form.

Show children

This option is selected if the supplier is a parent account, indicating that unapplied transactions for child accounts (suppliers) also display in the tables. You can deselect this option if you do not want to view or match child account transactions. Transactions that you can match from a parent account include:

Parent to parent
Parent to child
Child to parent

The Child checkbox is selected in the debit/credit tables to indicate that the transaction is associated with a child account. The Alpha column displays the child account alpha code.

Matching Process

Transactions are separated into two tables - debits and credits.

To select multiple transactions to match, do them one at a time, for example, select the debit first then the first credit to apply it to, click Match and then select the same debit and the second credit to match it to, click Match, and the like.

As you match transactions, they update to the Applied table at the base of the form. You can unmatch them and save by selecting the transaction in the Applied table, and then clicking Unmatch. This moves the original transactions back up to the Debit or Credit tables.

Click the Save icon to save the changes. When the supplier is recalled using the form, all items now fully applied appear in the Applied Transactions table.

The option to show parent/child applied transactions is also available on this form.

Note: If you click the Select box and save the changes, these transactions updates back to the Unapplied Transactions table as unapplied.