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Overpaid invoice

Purchase & sales  — Fri 28 Jan 2022

My customer paid a little too much

If your customer has paid a sales invoice, but the amount of the transaction is slightly higher than the amount due, you can resolve this in three ways.

1. Use as payment for another invoice.

If this customer has other invoices outstanding, you can connect the amount overpaid to these invoices. In this way, a part of another invoice of this customer has already been paid. It is important to let the customer know that there is slightly less to be paid for that invoice, otherwise you will have another difference to solve later.

A concrete example

You created sales invoice 0001, the grand total is € 100.00 including VAT. The customer transferred € 100.10 to your bank account, so there has been an overpayment of € 0.10. But you also created sales invoice 0002 for the same customer. The grand total of that invoice is € 200.00 including VAT. Here's how you proceed:

  • Connect the financial transaction to two categories.
  • The first connection is to sales invoice 0001 with an amount of € 100.00.
  • The second connection is to sales invoice 0002 with an amount of € 0.10.

Sales invoice 0001 has now been paid in full. Sales invoice 0002 has been partially paid, by € 0.10. That leaves € 199.90 for the customer to pay.

2. Transfer back to the customer
A concrete example

You created sales invoice 0001. The grand total is € 100.00 including VAT. The customer has transferred € 100.10 to your bank account, so there has been an overpayment of € 0.10. You want to transfer this back to your customer. This is how you do it:

  • Connect the financial transaction to two categories.
  • The first connection is to sales invoice 0001 with an amount of € 100.00.
  • The second connection is to the balance category 'Kruisposten' with an amount of € 0.10.
  • Now transfer € 0.10 back to the customer, including a clear description of why it is being returned.

There will now be a temporary amount of € 0.10 outstanding on your balance sheet, which you have transferred to your customer. As soon as that transaction appears in your accounting records, connect it again to the balance category 'Kruisposten'. Since this amount has been paid, it is the opposite of the amount you previously received in excess, they cancel each other out. This makes the 'Kruisposten' category zero on your balance sheet again.

3. Process as payment difference
A concrete example

You created sales invoice 0001, the grand total is € 100.00 including VAT. The customer transferred € 100.10 to your bank account, so there has been an overpayment of € 0.10. You can save this amount in the 'Betalingsverschillen' category. This is how you do it:

  • Connect the financial transaction to two categories.
  • The first connection is to sales invoice 0001 with an amount of € 100.00.
  • The second connection is to the results category 'Betalingsverschillen' with an amount of € 0.10.

The transaction is now fully processed. € 100.00 has gone to sales invoice 0001, it is now paid in full. The remaining € 0.10 has gone to 'Betalingsverschillen'. This can be useful again later if there are underpaid invoices.