Edit a customer receipt

This explains how to amend customer receipts. Change a customer receipt at any time, even when it is allocated or reconciled.

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

Cash Basis scheme.

When a receipt 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, customer account and VAT return. Enter a new payment with the correct details.

Read reverse a receipt

How this works

When you edit a customer receipt used to pay or part-pay an invoice.

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

Reconciled receipts

These are receipts 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.

  1. The closing balance from your last statement was €1000.

  2. You enter a payment for €500, and reconcile it. Your bank account balance and your reconciled balance is now €500.

  3. After finishing the bank reconciliation, you realise that you entered the payment with the wrong amount. The payment should be €400.

  4. You go to the bank activity and edit the payment.

  5. Your bank balance is now €600, but your reconciled balance is €500.

  6. When you open the competed reconciliation, the payment shows as Removed from reconciliation in the Corrected Transaction column.

  7. To make sure your reconciled balance matches your bank statement, you reconcile the edited transaction.

  8. The Starting Balance is now €1000 as the €500 payment is removed. You reconcile the edited payment. This updates your closing balance to €600.

    Screenshot of reconciling an edited receipt

You are now ready to reconcile your next statement as usual.

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, open the payment to edit.
  3. Change the bank account, method, date, reference, and amount as required. You cannot change the customer.

  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 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.

Reverse a receipt

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

This clears the value from your customer account, bank account and updates the VAT return. Enter a new receipt 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 receipt as normal.

Unallocate the receipt

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

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

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

  1. Open the receipt from the Bank Activity.

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

  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 receipt.

Create a refund with the same details as the receipt

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

  1. Select New Entry, then Purchase / Payment.
  2. Select Customer Refund.
  3. Enter the customer, bank account, payment method, date and amount. This must be the same details as the original receipt.

  4. As the original receipt is now outstanding so you can allocate it to the refund. Select the check box next to the original receipt.

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

  5. Save the refund.

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

Next create a new receipt with the correct bank account, date, amount or customer.

Enter a new receipt with correct details

If required, create a new receipt with the correct date, amount, bank account or customer.

  1. From Banking, open the relevant bank account.
  2. Select New Entry, then Sale / Receipt.
  3. Select the Customer Receipt tab. Enter the details of the new receipt.

  4. Select the check box next to the invoices the new receipt is paying, if required.

  5. Save the receipt.

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

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

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

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Delete a customer receipt