A debtor could pay an invoice twice, for instance, because the invoice was both collected and paid by the debtor. It could also happen that someone has paid too much. This blog post will explain how the amount can be paid back.
With the function ‘Match’, you link payments to invoices, by selecting both and choosing ‘Match’. You can start matching via the menu [Cash flow, Entries, Cash flow], [Cash flow, Entries, To be allocated], or [Cash flow, Entries, To be matched]. Furthermore, you can select outstanding items via [Finance, Entries, Bank] and match these with the payment/receipt you enter and you can open the match screen via the debtor/creditor card.
In the match screen, two columns are visible. The left column concerns the receipts for debtors. In this column, select the surplus amount. Upon receiving two different payments for the same invoice, the first payment will automatically be matched. You can then immediately select the second payment. If only part was paid too much, the receipt needs to be matched to the invoice in the right column.
If you then click ‘Match / Process’, the process screen will appear and show various options. The option ‘Refund’ is only visible if the received amount is larger than the amount of the invoice. This applies to this example.
By choosing this option, you now have a negative outstanding item. This item can be processed via [Cash flow, Miscellaneous, Refund].