Make Payment doubled

I needed to amend a previously paid bill, so I unlinked the original payment. After making the necessary edits, I reprocessed the payment. I have now noticed that two similar entries for the same transaction appear in the “Make Payment” list.

I reviewed the trial balance and noted that the cash in bank account has been deducted twice. Could you please advise on the appropriate steps to correct the cash account

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John Angelico

Suggestion:

1 unlink the second payment

2 go to payments and find the second payment

3 delete that payment as it is a duplicate

4 return to the bill

5 click make payment but select to apply an unallocated payment, which should show the first payment still available, and apply that to the bill

RGDS

John A

Tanvi_kataria

Hi @sherina79

Apologies for the inconvenience caused.

I’ve tested this scenario and was able to replicate the issue on my end as well. To raise this for further investigation, I’ll need a detailed explanation of the steps you followed. For example:

Created a bill of $100 and made a payment using Cash account
- 1 Bill
- 1 Payment of $100
Edited the bill and changed the amount from $100 to $150, then made payment using the same method
- 1 Bill
- 1 Payment of $100
- 1 Payment of $150

Once you confirm these details, I’ll escalate this to our development team and proceed to get it fixed. Thank

Regards

Tanvi

sherina79

Hi @Tanvi_kataria , see steps I made.

1. Created 1 bill, amount $100 and made payment amount is $100 (Fully paid).

2. Unlinked payment to edit the bill, edited tax code from "No tax" to "NCG" then save.

3. Made payment again the full amount, $100 and save.

Upon review, I noted two records reflecting payment for the same bill/transaction.

Regards,

Sherina

Tanvi_kataria

Thanks @sherina79

I will pass this on to our development team for further investigation and get back to you with some update shortly. Thank you!

Regards

Tanvi

sherina79

Hi @Tanvi_kataria,

Any update on this from technical support please?

Regards,

Sherina

Tanvi_kataria

Hi @sherina79

Perfect timing! 😊 Yes, I have an update for you.

After investigating, we found that when creating a bill and making a payment for it, the system records and creates a payment entry. In this case, the original payment was unlinked (not deleted) and then a new payment was created for the same bill. This resulted in two payments being recorded for the same bill—both in Make Payment and in the report.

As a test, I created a bill and linked it to a payment of $100. Then, I edited the bill to $150 and linked it to another payment. As a result, the system now shows two payments for the same bill, as shown in the attached screenshot.

Here’s the correct process for handling bill payments:

Add a Bill
Make Payment
- This links the payment to the bill and creates the payment in Make Payment.
Unlink Payment and Edit Bill (if changes are needed)
1. unlinking keeps the payment as a credit that can be reused later
Delete the old payment in Make Payment
Make a new payment after editing the bill
- Apply any credits from the previous payment and pay the remaining amount from the bank account.

I hope this clarifies the steps! Let me know if you need further assistance.

Regards

Tanvi

sherina79

Hi @Tanvi_kataria ,

Upon checking, I realised that the first linked payment for a specific bill can be adjusted directly. Instead of opening the bill, I went back to the Make Payment list and located the initial linked payment, then entered the amount under the ‘How much to allocate’ column. This approach helps ensure the bill isn’t paid twice

Could you please confirm if this process works the same on your end as well?

Regards,

Sherina

Tanvi_kataria

Hi @sherina79

Yes, you can allocate the payment in the Make Payment screen for a paid bill; however, this will not change the bill itself.

If you have a bill that is already paid, and you want to adjust the payment allocation without modifying the bill:

If the payment amount is higher than the bill amount, the system will not allow you to allocate the excess unless you update the bill and either delete the payment or apply credits from a previously paid bill.
If the payment amount is lower than the bill amount, the system will issue the remaining balance as a credit for that customer, as shown in the attached screenshot.

I hope this helps. Thank you!

Regards

Tanvi

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