Forum - Purchase invoices and payments not aligning

Purchase invoices and payments not aligning

Trent Hammond

2017-08-27

Hi Team.

I have several purchase invoices that don't correspond with the payments made. For example, I have an Origin electricity bill for $351.75 due and I have a credit card statement showing a payment of $352.00 for that bill. Could you please advise how I reconcile these amounts in Standard Accounts? My amount due ($351.75) was paid but this doesn't correspond with the purchase invoice amount ($352.52) because a credit was applied by Origin.

Standard Accounts won't allow me to enter different values for the purchase invoice and the corresponding payment made because the system won't balance.

Any ideas how I tackle this scenario? There are other instances where I have overpaid invoices too, so your help would be very much appreciated.

Cheers,
Trent

Agnieszka Klimkiewicz

2017-08-28

Hello.

If I understand correct Origin charged You for their margin when paying the invoice.
If this is a kind of bank/transaction fee for you than when paying Purchase invoice you register Payment following way

1. create new Payment and enter invoice you payed, and leave Sent amount as full invoice amount (you payed this invoice in full, in your example 351,75)

2. than you mark the line with invoice with blue by clicking on its number and choose Line option Add Bank fee (you use right click of the mouse to see the menu options)

3. system adds extra row for Bank fee where you can enter the charge amount and you OK the Payment.

In above scenario system will register Purchase invoice as fully payed as well as book Origin cost on account specified for Bank fees in Purchase ledger > Settings > Account usage Purchase ledger.

If you do not do bookkeping in Standard Accounts and you do not need to register in the system Origin charges than you just follow above point 1.

In case you overpay Purchase invoice, on Payment record you can change Sent amount manually to the one on your bank statement and OK record. System will allow it and in Purchase Ledger report system will show this invoice with - amount that is overpayed.

Best regards

Trent Hammond

2017-09-02

Created byAgnieszka Klimkiewicz08:12 28 Aug 2017

Hello. If I understand correct Origin charged You for their margin when paying the invoice. If this is a kind of bank/transaction fee for you than when paying Purchase invoice you register Payment following way 1. create new Payment and enter invoice y

Hi Agnieszka.

My query has nothing to do with bank transaction fees. The only part relevant in your response is this: "In case you overpay Purchase invoice, on Payment record you can change Sent amount manually to the one on your bank statement and OK record. System will allow it and in Purchase Ledger report system will show this invoice with - amount that is overpayed."

Agnieszka, I attempted to do that before I posted my original message on this forum. This was the nature of my enquiry. I'm getting the following message: "Record cannot be saved. Paid amount 352.00 is greater than invoice open amount 351.75. If you want to pay this amount, book 0.25 as a prepayment."

How do I work around this issue? I've got many invoices that have been overpaid and need to track this. Also, I'm not getting email alerts for the responses I've received for my posts in this forum. Is there something I need to click on?

Are you able to email me screen shots and clearer instructions for how to proceed?

Thanks again for your assistance.

Trent

Trent Hammond

2017-09-09

Created byAgnieszka Klimkiewicz08:12 28 Aug 2017

Hello. If I understand correct Origin charged You for their margin when paying the invoice. If this is a kind of bank/transaction fee for you than when paying Purchase invoice you register Payment following way 1. create new Payment and enter invoice y

Any idea how we rectify the problem above team?

Anabela Paulo

2017-09-12

Hi Trent

The function was blocked for Australian installations, and is not available for the users to changed it in Standard Accounts

I sent by email a file and instructions to change that setup

Regards
Anabela Paulo