Edit a supplier payment

This explains how to amend supplier payments. Change a supplier payment at any time, even when it is allocated or reconciled.

You cannot change the supplier. Instead, delete the payment and enter a new payment with the correct supplier. Read Delete a supplier payment

Cash Basis scheme.

When a payment is included on a submitted VAT return, you cannot change the date, bank account or amount. Instead, create a reverse transaction to clear the value from the bank account, supplier account and VAT return. Enter a new payment with the correct details.

Find out how to reverse a payment

How this works

When you edit a supplier payment used to pay or part-pay an invoice.

  • The payment remains matched to the invoice.

  • If you reduce the amount to less than the invoice value, then adjust the Paid amount on the invoice before you can save.

  • If you increase the amount to more than the value of the invoices being paid, we save the remaining amount as a Payment on Account. Use the Payment on Account to pay another invoice or match to a refund or credit note.

  • If the payment is also allocated to the wrong invoice, remove the checks next to the relevant invoice when you edit the payment.

Reconciled payments

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

The edited transaction 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 the transaction date to any date up to 31 July.

The edited transaction is no longer reconciled when you change the Bank account, Amount, or Date where the new date is later than the end date of the reconciliation. For example, if the end date of the reconciliation is 31 July, and you change the transaction date to 5 August. For these transactions

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

  • On your next reconciliation

    • We adjust the starting balance by the amount of the edited transaction.

    • We show the edited transaction with a Corrected label in the Corrected Transaction column.

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.

Edit a payment

  1. From Banking, open the relevant bank account.
  2. From the Bank Activity tab, open the payment to edit.
  3. Change the bank account, method, date, reference, and amount as required. You cannot change the supplier.
  4. If you change the amount and the payment is allocated, select the edit icon in Paid column. The Part Pay window opens. Adjust the Amount to Pay or Discount as required.

    Screenhsot of the Part-pay window

  5. Save your changes.

Reconcile again

If you previously reconciled the payment, 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.

Edit a recurring payment

Edit the most recent payment. Identify this by the recurring symbol .

  1. From Banking, open bank account used for the original receipt.
  2. From the Activity tab, open the most recent transaction.
  3. Edit the receipt and Save.

We create a new receipt with the updated details on the next repeat date. Previous recurring payments remain the same.

Reverse a payment

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

This clears the value from your supplier account, bank account and updates the VAT return. Enter a new payment with the correct details.

If you have not yet sent the VAT return to the Revenue, just delete the draft VAT return. Then you can edit the payment as normal.

Unallocate the payment

Before you reverse the payment, make sure you remove the link to any invoices it is paying.

The invoices are now outstanding ready to allocate to another payment where required.

The payment is now outstanding ready to allocate to the refund.

  1. Open the payment from the Bank Activity.

  2. Clear the tick box from all the invoices allocated to the payment.

  3. Choose Save and select Yes to save as a Payment on Account. This takes you back to the Bank Activity.

Next create refund to reverse the payment.

Create a refund with the same details as the payment

The refund is the opposite transaction to a payment, so the two transactions cancel each other out. Allocate them to each other so you know you used the refund to reverse the payment.

  1. Select New Entry, then Sale / Receipt.
  2. Select Supplier Refund.
  3. Enter the supplier, bank account, payment method, date and amount. This must be the same details as the original payment.
  4. As the original payment is now outstanding so you can allocate it to the refund. Select the check box next to the original payment.

    This makes sure you can track when you have made corrections.

  5. Save the refund.

The refund updates your bank balance, cancelling out the payment. The refund reports on the next VAT return, cancelling out the value of the payment.

Next create a new payment with the correct bank account, date, amount or supplier.

Enter a new payment with correct details

If required, create a new payment with the correct date, amount, bank account or supplier.

  1. From Banking, open the relevant bank account.
  2. Select New Entry, then Purchase / Payment.
  3. Select the Supplier Payment tab. Enter the details of the new payment.
  4. Select the check box next to the invoices the new payment is paying, if required.

  5. Save the payment.

The new payment and the refund report on your next VAT return.

The refund and the new payment show in the bank activity.

The refund and new payment show on the next bank reconciliation. We recommend that you reconcile the refund and the new payment straight away. This makes sure the starting balance is correct on the next bank reconciliation.

Related content

Delete a supplier payment