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K2ESA's avatar
K2ESA
Experienced Cover User
2 years ago
Solved

Payment was made to an order but when the order was converted to a bill the payment was applied twice

A PO was genterated and paid for prior to recieveing the goods.  When the goods where recieved the order was converted to a bill, however MYOB has generated two separate transactions to allocate the payment from the deposit account to the trade creditor.  In other words two transfer from deposits entries (PJ000948 & PJ000949).  This has resulted in the supplier now being in credit and the original payment also does not appear in Bank Feeds

  • SamaraM's avatar
    SamaraM
    2 years ago

    Hi K2ESA 

     

    Thank you for providing more information. For the additional purchase that shouldn't be there, you will need to reverse it.

     

    However as it has those Transfer from Deposits transactions, then there are some additional steps when you reverse this type of transaction. 

     

    Please refer to the steps given in this help article: Supplier deposits.


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

     

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  • SamaraM's avatar
    SamaraM
    Former Staff
    2 years ago

    Hi K2ESA 

     

    Thank you for your post. If you make a payment against a purchase order, it's considered a deposit. Because no goods or services have changed hands when the deposit was originally entered, Essentials treats deposits differently to other payments.

     

    A supplier deposit is typically posted to an asset account because it's not yet considered a payment to the supplier. When you receive the supplier's bill (for the goods you've ordered), the purchase order is converted to a bill and the deposit is transferred from the asset account to your trade creditors account.

     

    If you are seeing 2 transactions labeled Transfer from Deposit, that is because of the workflow mentioned above and is normal. For a more detailed explanation of the process see Supplier deposits.


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

    • K2ESA's avatar
      K2ESA
      Experienced Cover User
      2 years ago

      Hi Samara

       

      We made 1 payment of $241.62 to a cash supplier this was allocated to the order when it was converted to a bill (our reference PJ000949).  However we now have another zero value PO with the same PO number and the same deposit allocated to it (our refernce PJ000948).  So we've made 1 payment and the system has allocated it to the same PO twice, one PO with the goods on it (now zero balance) and the same PO number with no goods on it that is now in credit for $241.62.

       

      See attached screenshots

      • SamaraM's avatar
        SamaraM
        Former Staff
        2 years ago

        Hi K2ESA 

         

        Thank you for providing more information. For the additional purchase that shouldn't be there, you will need to reverse it.

         

        However as it has those Transfer from Deposits transactions, then there are some additional steps when you reverse this type of transaction. 

         

        Please refer to the steps given in this help article: Supplier deposits.


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