Edit a customer receipt

This explains how to amend a customer receipt. As a customer receipt is always matched to sales invoice you can only change the Bank account, Method, Date and Reference.

If you have matched the receipt to the wrong invoice, then delete the receipt and enter it again.

VAT Cash Accounting scheme

If the receipt is included on a submitted VAT return, you cannot edit or delete it. Instead, refund the invoice and enter a new receipt. Read How to refund a receipt

How this works

When you edit a customer receipt

  • The receipt remains matched to the invoice.

  • You cannot change the amount or the customer. If the receipt is entered for the wrong customer or matched to the wrong invoice, delete the receipt and enter it again.

Reconciled receipts

These are receipts included on a bank reconciliation. On your bank activity, they have a tick in the reconciled column.

  • The edited receipts stays reconciled, when you change the Reference, Method, , and Date, as long as the date stays within the reconciled period. For example, if the end date of the reconciliation is 31 July, and you change it to any date up to 31 July.

  • The edited transaction becomes unreconciled when you change Bank account, or Date to a date is later than the end of date of the reconciliation. For example, if the end date of the reconciliation is 31 July, and you change the date to 5 August.

    • We remove the edited transaction from the completed reconciliation. To tell you this, we add a Removed from reconciliation label to the Corrected Transaction column.

    • We update the starting balance of your next reconciliation, as we have removed a transaction.

    • We unreconcile and update the transaction so it is ready for you to check and reconcile again.

    • On the bank reconciliation page, we show the edited transaction with a Corrected label. This tells you that you edited this since it was reconciled.

Audit trail and reports

When you edit a transaction, we reverse the original transaction and create a new one with a new transaction number. Apart from the audit trail, only the new transaction shows on your reports.

For all unreconciled transactions

  • The original transaction shows with a line through to show it is reversed.

  • We create a new transaction with the updated details and a new transaction number.

For reconciled receipts

  • We create a new transaction to reverse the original. This has a type of Correction.

  • We create a new transaction with the updated details and a new transaction number.

Edit a customer receipt

  1. From Banking, open the relevant bank account.
  2. From the Bank Activity tab, select the row to open the receipt to edit.
  3. Change the bank account, method, date, and reference as required.
  4. Save your changes.

Reconcile again

If you previously reconciled the receipt, you may need to reconcile it again. Do this when you change the bank account, amount, or date where the new date is later than the end date of the reconciliation.

When you open the reconciliation page, you will see the edited transaction with a Corrected label in the Corrections column.

  1. From Banking, open the bank account you want to reconcile.

  2. Choose the Reconcile link.

  3. Check the Statement End Date. Make sure this is the same as or later than the date of the edited receipt.

  4. Check the Starting Balance. This is now reduced by the amount of the edited receipt. For example, if the starting balance was previously £1000, you edit a receipt for £500, the new starting balance is £500.

  5. The edited payment show with a Corrected label in the Corrected Transactions column. To reconcile the edited receipt, select the check box in the Reconcile column.

  6. Check the Reconciled balance is now correct and the difference is zero.

  7. Select Finish.

The starting balance of your next reconciliation will now be correct.

Refund the receipt

Do this when you use VAT Cash Accounting scheme, and the receipt is included on a submitted VAT return.

The refund clears the value from your customer account, bank account and updates the VAT return. The sales invoice now shows as Unpaid.

If you have not yet sent the VAT return to HMRC, delete the draft VAT return. Then you can edit the receipt as normal.

Create a refund

The money out transaction is the opposite transaction to a receipt, so the two transactions cancel each other out.

  1. From Sales tab, open relevant sales invoice from the list.

  2. Under Amount Paid, select the payment link.

  3. Select the edit button , next to the receipt you want to refund.

  4. The refund date and bank account must match the original receipt.

    If required, you can also enter a brief description in the Reference (optional) box.

  5. Click Save.

The refund updates your bank balance and customer balance, cancelling out the receipt. It also reports on the next VAT return, cancelling out the value of the receipt.

The sales invoice now shows as Unpaid. Create a new receipt to pay the invoice if required.

Related content

Refund a paid sales invoice

Create a sales credit note