How to deal with double payment

Question

Hi,

The AP team have recorded the same invoice twice (not sure how it's even possible in accounting softwares these days), and it was paid in a batch twice.

now how do you fix that without distroying the entire accounts reconciliation?

ObviouslyI can't delete the payment I can only reverse, but what happenes next, I have 1 payment that needs to go agents newer bills and 1 invoice that needs to be deleted.

Liz_A · Answer

Hi @NS-01

If you already have invoices owing to the Supplier, then you can go to the Purchases Register and then click on the Returns & Debits tab and apply the credit note to one of these. Otherwise, you can do this after you process the next invoice or apply the credit note when you go to make payment. The end result will be the 2 invoices that were paid, less the credit note for 1 invoice that shouldn't have been paid, meaning the account will come back into line. The bank reconciliation will reflect what has actually happened, including the incorrect double up and the credit note that is applied to payments to correct this.

If you are able to make a test desktop file COPY to temporarily test this (delete it afterwards), you will be able to see what happens and then you can process it in the live file.

Cheers

Liz

NS-01 · Answer

when you use the reverse option i'll have:

1. reverse payment.

2. reverse invoice = credit not.

but how does it help me reconcile?

Liz_A · Answer

This can be done several ways but I would temporarily change the Setup Preferences Security so that "Transactions CAN'T be Changed; They Must be Reversed (System-wide)" and then go to the double entered invoice and reverse it to create a credit note that can be applied against future payments. Once you have recorded this, then go back to the Security tab and untick the "Transactions CAN'T be Changed; They Must be Reversed (System-wide)".

This will give you the best record of what has happened.

Cheers

Liz