Forum Discussion

Experienced Cover User

4 years ago

Prepare Electronic Payments holds negative values

PLEASE HELP I had 2 invoice payments returned to my bank feed because the supplier changed banks. I amended the new bank account in the suppliers card and I reversed the paid invoices. At end...

Tracey_H
4 years ago
Hi SusieExpTech

Thanks for your post. If I understand what you've done correctly your Undeposited funds account still has those amounts outstanding so doesn't reconcile either. To clear both the electronic payments window and undeposited funds account:-

go to Prepare Electronic payments

select the negative transactions

click on Bank File, because it's a negative figure this will record the transfer transaction in AccountRight without creating an ABA file. There will now be a deposit in your bank account.

go to Prepare Bank Deposit

select the negative transactions

click on Record, this will transfer the amount to the bank account as a withdrawal

you should now have a deposit and a withdrawal for the same amount in the Reconcile Accounts window, tick both transactions as they clear each other out.

Going forward the best process for this situation is:

go to Transaction Journal and find the electronic payment transaction (not the Pay Bills transactions)

reverse the electronic payment transaction, this creates a deposit in your bank account which you match with the refund bank transaction. It also puts the Pay Bills transactions back into the Prepare Electronic Payments window

go to Prepare Electronic Payments

create the new bank file for uploading in your bank

You don't need to reverse the Pay Bills transaction because the software will pull the updated bank details from the supplier card at the time of creating the ABA file. And you don't need to record a Receive Money transaction as the reversal creates the deposit transaction in your bank account.

If you do reverse the Pay Bills transactions:

go to Prepare Electronic payments

select the negative transactions

click on Bank File, because it's a negative figure this will record the transfer transaction in AccountRight without creating an ABA file. There will now be a deposit in your bank account.

match that deposit with the bank transaction for the returned amounts

don't record a Receive Money transaction

Please let me know if you need further help.

If my response has answered your enquiry please click "Accept as Solution" to assist other users find this information.

Tracey_H

Former Staff

4 years ago

Hi SusieExpTech

Thanks for your post. If I understand what you've done correctly your Undeposited funds account still has those amounts outstanding so doesn't reconcile either. To clear both the electronic payments window and undeposited funds account:-

go to Prepare Electronic payments
select the negative transactions
click on Bank File, because it's a negative figure this will record the transfer transaction in AccountRight without creating an ABA file. There will now be a deposit in your bank account.
go to Prepare Bank Deposit
select the negative transactions
click on Record, this will transfer the amount to the bank account as a withdrawal
you should now have a deposit and a withdrawal for the same amount in the Reconcile Accounts window, tick both transactions as they clear each other out.

Going forward the best process for this situation is:

go to Transaction Journal and find the electronic payment transaction (not the Pay Bills transactions)
reverse the electronic payment transaction, this creates a deposit in your bank account which you match with the refund bank transaction. It also puts the Pay Bills transactions back into the Prepare Electronic Payments window
go to Prepare Electronic Payments
create the new bank file for uploading in your bank

You don't need to reverse the Pay Bills transaction because the software will pull the updated bank details from the supplier card at the time of creating the ABA file. And you don't need to record a Receive Money transaction as the reversal creates the deposit transaction in your bank account.

If you do reverse the Pay Bills transactions:

go to Prepare Electronic payments
select the negative transactions
click on Bank File, because it's a negative figure this will record the transfer transaction in AccountRight without creating an ABA file. There will now be a deposit in your bank account.
match that deposit with the bank transaction for the returned amounts
don't record a Receive Money transaction

Please let me know if you need further help.

If my response has answered your enquiry please click "Accept as Solution" to assist other users find this information.

SusieExpTech
Experienced Cover User
4 years ago
Hi Tracey_H

I have completed the first 1 - 7 steps.

As for "Going forward": The transactions journal does not call these entries an "Electronic Payment".

What I do have is the transaction name as it appeared in my Bank Feed when returned from the bank, and also my Bank Deposit for the negative values that I just created.

Do I reverse the transactions that were returned from the bank?
- Tracey_H
  Former Staff
  4 years ago
  Hi SusieExpTech
  
  If you've completed Steps 1-7 then your current issue should be resolved. Is that right?
  
  Going forward, if you get funds returned again you would follow these steps:
  
  you've recorded an electronic payment
  
  the funds are returned to your bank account, go to Transaction Journal and find the electronic payment transaction, it's a payment so will be in the Disbursements tab. Electronic payments have an ID no starting with EP:
  
  click on the zoom arrow to open the transaction and reverse the electronic payment:
  
  go to Reconcile Accounts, you'll now have the original payment transaction and the reversal transaction. In your actual bank account you'll have a withdrawal for the payment and a deposit for the returned funds. The withdrawal in your bank account matches with the payment in your software. The deposit in your bank account matches with the reversal in your software. As the transactions are for the same amount they clear each other out.
  
  go back to Prepare Electronic Payments window, those two Pay Bills transactions are back in this window because you reversed the original payment. You don't need to reverse or delete the Pay Bills transactions. You can reprocess payment as normal:
  
  if you go back to Reconcile Accounts you've now got that second payment as a withdrawal which you can match with the withdrawal bank feed transaction:
  
  These steps are only if it happens again, not to resolve your current issue which is a bit more complicated. Following the steps above is the easiest and cleanest way to handle returned funds.
  
  If your current issue isn't resolved please let me know and we'll work through that step-by-step.
  
  If my response has answered your enquiry please click "Accept as Solution" to assist other users find this information.
  - SusieExpTech
    Experienced Cover User
    4 years ago
    Hi Tracey_H
    
    Steps 1 - 7 has fixed my issue, yes. The negative amounts are no longer in my "Prepare Electronic Payments" and my bank account reconciles in my "Reconcile Accounts" by selecting both transactions.
    
    I was just confused as to the "Going forward" instructions, because my problem is solved. Do I need to do more?