Alternatives for Distributing Your Balance When the Transaction Limit Is Exceeded

The “Distribute” option will not appear in your profile to distribute your balance across outstanding invoices if the number of recorded transactions exceeds the maximum allowed limit. This guide explains why the option does not appear and the alternatives available for distributing your balance in this case.

Scenario

You may expect to be able to distribute your balance across your outstanding invoices directly, regardless of the number of recorded transactions. However, once the maximum allowed limit is exceeded, the “Distribute” option will no longer appear. This behavior may initially seem like an issue, but it is an intentional restriction designed to maintain system performance.

Why Is This Restriction Intentional?

First: Maintaining screen performance

Distributing a balance when there are a large number of recorded transactions requires the system to process and display these transactions in real time. If the option were available without this restriction, the screen could take longer to load, not just the distribution process itself.

Second: Maintaining system stability for all users

Automatically disabling the option when this limit is exceeded helps maintain overall screen performance and system stability, rather than affecting system performance for users due to the processing of a large number of transactions for a limited number of accounts.

Other Solutions

If you exceed this limit, you can distribute your balance using one of the following alternatives:

1. Add payment credit and manually distribute it to your outstanding invoices:

1. First, make sure that you have outstanding invoices and that the “Auto-Pay Invoices Using Client Credit” option is not enabled in the invoice settings. Otherwise, your balance will be applied automatically without allowing you to allocate it manually.
2. From the main menu, click “Clients”, then “Manage Clients”.
3. Select your client profile.
4. Click “Add Payment Credit”.
5. Enter the payment amount and complete the required payment details.
6. Under the section for invoices due for payment:
   • In the “Invoices” field, select the invoice you want to pay.
   • In the “Distribution Amount” field, enter the amount to be deducted from your balance, or click the button next to the field to automatically enter the full invoice amount.
   • Click “Add” to add a new row if you have more than one outstanding invoice to distribute the balance to.
7. Click “Add Payment” to complete the allocation.

Note: The “Distribution Amount” must exactly match the total invoice amount; otherwise, the system will reject the transaction. Pay particular attention to decimal rounding differences. For example, if the actual amount due is 230.138 and the invoice displays 230.14 after rounding to two decimal places, entering 230.14 as the allocation amount will be rejected because the distributed amount exceeds the actual amount due.

2. Enable Auto-Pay automatic payment or your invoices:

1. From the main menu, click “Sales”.
2. Click “Sales Settings”, then “Invoicing Settings”.
3. Enable the “Auto-Pay Invoices Using Client Credit” option.
4. After enabling this option, when a new payment is recorded on any invoice using the “Add Payment” button at the top of the invoice, the invoice will be paid automatically from your available balance without any additional action.

3. Pay manually from your credit:

1. If you prefer not to enable “Auto-Pay Invoices Using Client Credit”, first make sure that the setting mentioned above is disabled in the invoicing settings.
2. From the main menu, click “Sales”, then “Manage Invoices”.
3. Click the invoice you want to pay.
4. Click “Add Payment” at the top of the invoice view.
5. In the “Payment Method” field, select “Client Credit” as the payment method.
6. Complete the remaining required details (amount, date, Treasury, and others), then click “Add Payment” to complete the payment from your balance.

Notes