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Matty72's avatar
Matty72
Experienced Cover User
11 months ago
Solved

Double payment to different bank accounts

We have received a double payment for an invoice from a customer. The first payment was made via PayPal and incurred a transaction fee. The invoice was marked as paid by applying this payment. Subsequently a second payment was made directly to bank account.

 

How can this second payment be credited to the customer's account with an option to either apply it to a future invoice or to issue a refund?

 

We are waiting for the customer to advise which option they prefer. When I go into Sales -> Receive Payments, there is no open invoice to which the second payment can be applied and the system throws the following error:

 

"An unbalanced transaction may not be recorded"

 

One option is to debit bank account and credit a temporary asset account but we would prefer an option that shows the credit against the customer's account rather than having it floating on the balance sheet.

  • Hi Matty72 , process the second payment as usual, but in customer payments select "include closed invoices". Find the one already paid, and manually type in the amount received to the amount applied column, and click record. This will generate a credit, which you can apply to another invoice or refund to the customer, via Sales Register, Credits and Returns.

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  • Mike_James's avatar
    Mike_James
    Ultimate Partner

    Hi Matty72 , process the second payment as usual, but in customer payments select "include closed invoices". Find the one already paid, and manually type in the amount received to the amount applied column, and click record. This will generate a credit, which you can apply to another invoice or refund to the customer, via Sales Register, Credits and Returns.

    • Matty72's avatar
      Matty72
      Experienced Cover User

      Mike_James Thank you that's great. If the customer elects to take a refund, how would this be processed such that bank account is credited and the credit is discharged from the customer's account?

      • Mike_James's avatar
        Mike_James
        Ultimate Partner

        Hi Matty72 , to process a refund, open the sales register, select the credits and returns tab, and your credit will be there. Select it, then click on Refund at the bottom of the screen. That will open a window where you can record the payment, which will do what you want.