Sometimes it may be necessary for a user to reverse a payment. This topic explains how to do this (via a negative payment) and match the payment to an invoice in the supplier transactions window to cancel out the incorrect payment.
1. Open the Accounts Payable module.
2. Click on Payment > Manual Payments
3. Ensure the correct Bank Account is selected. Remove the ticks from “Print Cheques”, “Remittance Advice” and “Print Batch Listing” if not required.
4. Press the Payment button.
5. In the Payment header screen, enter the details of the payment you wish to reverse.
7. Press New
8. A list of all the suppliers will appear. Highlight the supplier, and press OK.
9. Check the value of “Amount left to dissect,” which appears in blue directly under the menu buttons on the left. This should be the same amount entered in step 6.
10. Click on Make PP.
11. Enter a description e.g. payment reversal. Press OK.
12. The amount next to “Amount left to dissect” should now be displayed as $0.00.
13. Press OK to finish processing your payments.
14. Press OK again, and select Yes to the message “Are you sure you wish to make these payments?”
15. Close the payment screen.
16. The main window of Accounts Payable lists all the suppliers for a particular company. Find the supplier for which you just entered the negative payment, highlight them, and select Enquiry.
17. Alternatively, you can double click on the supplier.
18. There are 3 view options for this window which appear under the Transactions heading; All (all transactions), Unreconciled (selected by default, this displays a list of all unreconciled transactions – i.e. unallocated payments, unpaid invoices etc.), and Reconciled (previous payments, paid invoices etc.).
19. The negative payment will appear in the list of all unreconciled items. Alternatively, click on the all button to view all transactions.
20. Find the invoice which was previously paid incorrectly, and left click on it to highlight it.
21. Holding down the Ctrl button on the keyboard, find the negative payment and left click on it. There should now be two lines highlighted.
22. Click on the Match button.
23. Enter the amount you wish to reverse the invoice for in the Pay field. This will also enter a figure for the negative payment – the figure should be the same as the negative payment total.
24. Press OK.
25. This will return you to the Supplier Transactions window. Select to view all unreconciled transactions. The invoice should now be outstanding.