Sometimes, a purchase invoice is mistakenly paid twice and the vendor refunds the extra payment to the bank account visible in Netvisor. This help 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 100 euro invoice has been accidentally paid twice. The invoice has 2 x 100 euro payments recorded and the invoice is open at -100 euros. The extra payment has been refunded to the bank account. The situation can be corrected in two ways.
Correction method 1
In this correction method, both original payments are left on the invoice and a third payment is recorded on the invoice as a negative amount.
- Go to the purchase invoice that has 2 x 100 euro payments and an open amount of -100 euros.
- Record a third payment on the invoice with a negative amount of -100 euros.
- Select as the source of funds the bank account to which the refund has been received.
- Select as the payment date the day on which the refund appears on the bank statement.
- Note the OS voucher number created from the payment, for example OS 123.
The invoice now has three payments: 1 x -100 euros and 2 x 100 euros. The invoice is in the "paid" status and its open amount is zero.
- Go to the bank statement by selecting Bookkeeping > Bank statements and reference payments > Bank statements and open the bank statement for the refund date.
- Go to the bank statement edit view.
- Select the Other transaction link.
- Select the function "link voucher".
- Search for OS 123 and link the OS voucher to the bank statement row where the refund appears.
Correction method 2
In this correction method, the extra payment is deleted from the invoice and the overpayment is handled with a separate voucher in bookkeeping.
- Go to the purchase invoice that has 2 x 100 euro payments and an open amount of -100 euros.
- Go to Purchase > Payments.
- Delete the extra payment from the invoice.
- Also invalidate the OS voucher related to the deleted payment.
- Create a separate voucher for the overpayment in bookkeeping on the original payment date.
The invoice now has only one payment. The open amount of the invoice is zero and the invoice is in the "paid" status.
- Go to the bank statement by selecting Bookkeeping > Bank statements and reference payments > Bank statements.
- Post the refunded money directly to bookkeeping on the bank statement.
Invoice duplicated in the system, both paid and one refunded to the account
The same invoice has been duplicated in the system, both invoices have been paid and the money from one invoice has been refunded to the account.
Correction method
In this correction method, a credit note corresponding to the duplicate invoice is handled and the payment corresponding to the refund is linked to the bank statement.
- If the refund is not yet visible on the bank statement, wait until the money has been transferred and the refund appears on the bank statement.
- Do not make any changes to the duplicate invoices in the system.
- Create a credit note in the system corresponding to the duplicate invoice.
- Handle the credit note normally.
- Go to the accounts payable view by selecting Purchase > Accounts payable and locate the credit note.
- Click the "match" link for the credit note.
- On the next page, select the function "record payment".
- Record the payment with a negative amount.
- Select as the source of funds the bank account to which the refund has been received.
- Select as the payment date the refund date, i.e. the date visible on the bank statement.
- Note the OS voucher created from this payment, for example OS 123.
- Go to the bank statement by selecting Bookkeeping > Bank statements and reference payments > Bank statements and open the bank statement where the refund appears.
- Go to the bank statement edit view.
- Select Other transaction > link voucher.
- Search for OS 123 and link the OS voucher to the bank statement row where the refund appears.
Frequently asked questions
Question: How do I proceed when a purchase invoice has been paid twice and the vendor has refunded the extra payment to the bank account?
Answer: You can either record a third, negative payment on the invoice and link the OS voucher created from it to the bank statement (Correction method 1), or delete the extra payment from the invoice, invalidate the related OS voucher and create a separate voucher for the overpayment in bookkeeping and post the refund directly on the bank statement (Correction method 2).
Question: How do I handle a situation where the same invoice is duplicated in the system, both have been paid and the money from one has been refunded to the account?
Answer: Wait until the refund appears on the bank statement, do not make changes to the duplicate invoices, create a credit note corresponding to the duplicate invoice, handle it normally, record a negative payment on the credit note to the correct bank account with the refund date and link the OS voucher created from the payment to the bank statement.
Question: When do I use a negative payment in the handling of a purchase invoice or credit note?
Answer: Use a negative payment when you want to allocate the extra payment refunded to the bank account directly to the invoice (Correction method 1) or when you record the payment of a credit note in a situation where the money from a duplicate invoice has been refunded to the account.
Question: Does the OS voucher need to be invalidated when I delete an extra payment from an invoice?
Answer: Yes. When you delete the extra payment from the invoice in Correction method 2, also invalidate the OS voucher of the payment and create a separate voucher for the overpayment in bookkeeping on the original payment date.
Keywords: duplicate payment, duplicate invoice, paid twice, money refund, payment refunded
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