Re-allocate bill

This article explains what you can do when you reopen a bill that has already been fully or partially allocated — and you need to make changes.

When Would You Need to Re-Allocate?

You may need to re-allocate a bill if:

• The wrong transaction was linked to a bill
• An allocation amount needs to change
• A transaction was cancelled after the bill was already allocated
• You want to swap one transaction for another

Step 1: 

Navigate to the Allocated tab in the Bills list and click the Allocate icon on the relevant bill. This opens the bill's allocation details in a slide-over panel.

Step 2: Understand What You Can Edit

Once the bill allocation menu is open, you'll see a table of linked transactions. What you can do with each transaction depends on its status:

ℹ️ If a transaction is locked for editing (Approved, Invoiced, Partially Invoiced), a tooltip will explain why.

Step 3: Take Action — Edit, Unlink, or Cancel

✏️ Editing a Transaction

For Draft or Pending transactions, you can edit directly — no confirmation required. Click into the row and make your changes.

🔗 Unlinking a Transaction

Unlink removes the connection between a transaction and the bill. The transaction itself is not deleted — it stays in the system and can be re-linked elsewhere.

You can unlink any transaction regardless of status (except Draft, which gets deleted since it hasn't been saved to the system yet).

When you click the bin icon on a linked transaction, a confirmation modal will appear:

If the transaction is Invoiced or Partially Invoiced:

Unlink Transaction

This transaction has already been invoiced (fully or partially). It cannot be cancelled. You may unlink it from this bill. Unlinking will remove the transaction from this bill only.

Actions: Close | Unlink Transaction

If the transaction has NOT been invoiced:

Cancel or Unlink Transaction

This transaction has not been invoiced. You may:

Unlink – Removes the transaction from this bill only. The transaction remains active.

Cancel – Transaction will no longer be available for invoicing.

Actions: Close | Unlink Transaction | Cancel Transaction

🗑️ The Bin Icon — What It Does

The bin icon behaves differently depending on how the transaction was created:

⚠️ The tooltip and confirmation prompt will always tell you exactly what action will be taken before you confirm.

Step 4: Add a New Transaction (Optional)

After removing or unlinking a transaction, you can:

Link an existing transaction — search and attach a transaction already in the system

Add a new transaction — create a fresh transaction directly from within the bill

You can do this at any time, even on a fully allocated bill.

Step 5: Save Your Changes

Once you've made your edits, click Save.

What Happens if All Allocations Are Removed?

If you remove all transactions and the allocated amount reaches zero, the system will automatically move the bill back to the Pending tab.

You'll see a toast notification:

"Bill moved to Pending — no allocations remaining"

The slide-over will close and you'll find the bill waiting in the Pending tab, ready to be re-allocated.

Transaction Display Order

Transactions in the table are ordered by:

Most recent date first (descending)

Alphabetically by horse name when dates are equal

Quick Reference