Edit a vendor payment

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

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

How this works

Vendor payments

When you edit a vendor 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, Ledger Account, 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 is no longer reconciled when you change the Bank account, Amount, or Date where the 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 date to 5 August. For these transactions

We unreconcile and update the transaction so it is ready for you to check and reconcile again.
To tell you the edited transaction is no longer reconciled, we add a Removed from reconciliation label to the Corrected Transaction column.
We update the starting balance of your next reconciliation, as the edited transaction is no longer reconciled.
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.

Follow an example

The closing balance from your last statement was $1000.
You enter a payment for $500, and reconcile it. Your bank account balance and your reconciled balance is now $500.
After finishing the bank reconciliation, you realize that you entered the payment with the wrong amount. The payment should be $400.
You go to the bank activity and edit the payment.
Your bank balance is now $600, but your reconciled balance is $500.
When you open the competed reconciliation, the payment shows as Removed from reconciliation in the Corrected Transaction column.
To make sure your reconciled balance matches your bank statement, you reconcile the edited transaction.
The Starting Balance is now $1000 as the $500 payment is removed. You reconcile the edited payment. This updates your closing balance to $600.

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.

Edit a payment

From Banking, open the relevant bank account.
From the Bank Activity tab, open the payment to edit.
Change the bank account, method, date, reference, and amount as required. You cannot change the vendor.
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.
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.

Reconcile a edited payment

From Banking, open the bank account you want to reconcile.
Choose the Reconcile link.
Check the Statement End Date. Make sure this is the same as or later than the date of the edited payment.
Check the Starting Balance. This is now increased by the amount of the edited payment. For example, if the starting balance was previously $500, you edit a payment for $500, the new starting balance is $1000.
The edited payment show with a Corrected label in the Corrected Transactions column. To reconcile the edited payment, select the check box in the Reconcile column.

For example, you change the amount to $400. As the receipt is no longer reconciled, the starting balance is $500. To reconcile the edited payment, enter $900 as the new Statement End Balance. This is the Starting balance $500 plus the edited payment $400.
Check the Reconciled balance is now correct and the difference is zero.
Select Finish.

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

Edit a recurring payment

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

From Banking, open bank account used for the original receipt.
From the Activity tab, open the most recent transaction.
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.