Sometimes, you may encounter a situation where a purchase invoice has been mistakenly paid twice, and the supplier has refunded the money to the bank account visible in Netvisor. This guide goes through two examples and the related actions to handle the situation in Netvisor.
CONTENTS
- Invoice paid twice, extra payment refunded as money to the bank account
- Invoice duplicated in the system, both paid and one refunded to the account
Invoice paid twice, extra payment refunded as money to the bank account
A 100e invoice has been accidentally paid twice. The invoice has recorded 2x100e payments and is open at -100e. The extra payment has been refunded to the bank account. The situation can be corrected in two ways, as described below:
Correction Method 1
If desired, these two payments can be left on the invoice, and a third payment can be recorded on the invoice, but as negative. Choose the bank account where the refund has been received as the source of funds and the date it appears on the bank statement. Note the OS voucher number, e.g., OS 123.
The invoice now has three payments: 1x -100e and 2x 100e. The invoice is now in the "paid" status, and its open amount is zero.
Open the bank statement for the respective day and go to its edit view. From the "Other transaction" link, select to link the voucher and link OS 123 to the bank statement line.
Correction Method 2
The extra payment can be removed from the invoice, from the Purchase - Payments section. Note! Also, cancel the OS voucher of the payment. After this, create a separate voucher for the overpayment in the accounting, on the original payment date.
The invoice now has only one payment, its open amount is zero, and it is in the "paid" status. Move to the bank statement and allocate the refunded money directly to the accounting.
Invoice duplicated in the system, both paid and one refunded to the account
The same invoice has been duplicated in the system, both have been paid, and one has been refunded to the account.
Correction Method
If the refund is not yet visible on the bank statement, wait until the money has been transferred and it appears on the bank statement. Do not touch the duplicate invoices in any way.
Create a credit note corresponding to the duplicate invoice in the system and process it normally. Move to the purchase ledger view and locate the credit note. Click the "match" link and on the next page "record payment". Record the payment with a negative amount, select the correct bank account where the refund has arrived as the source of funds, and use the refund date (i.e., the one visible on the bank statement). Note the OS voucher generated from this payment, e.g., OS 123.
Move to the bank statement edit view and select other transaction -> link voucher. Search for OS 123 and link it to the bank statement line.
Keywords: duplicate payment, duplicate invoice, paid twice, money refund, payment refunded
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