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Overpayments

You may experience a situation where you have received a payment from a client which is greater than the amount of the bill they are paying.

When a client makes an overpayment, any of the amount not allocated against a bill remains in the Unallocated area on the Debtors Ledger in the Receipt mode.

If you would like to adjust the bill to match the client's over payment amount, you should:

Enter the amount as an unallocated receipt using the receipting process.
Make the necessary adjustment to the bill using the adjustments process.
Allocate the payment against the bill using the Debtors Ledger.

Listed below are some common scenarios, and how to resolve them:

Scenario	Resolution
Overpayment received and you are not refunding the extra amount back to the client	Enter the receipt as unallocated cash. Do not allocate the amount received against the bill. Enter an Adjustment to increase the bill amount to match the total of the receipt. Allocate the cash against the bill.
Overpayment on the account is identified and the accounting period in which the receipt was entered is still open	Highlight the cash entry in the Debtors Ledger and select Unallocate. Enter an Adjustment to increase the bill amount to match that of the receipt. Allocate the cash entry against the bill.
Overpayment on the account (or a credit debtor balance) and the accounting period in which the receipt was entered is now closed	Create and post a Miscellaneous Charge Bill for the gross amount of the receipt (or credit amount). Allocate the Miscellaneous Charge Bill against the overpayment amount (credit) balance.
Overpayment or credit debtor balance and you are going to refund the amount to the client	Enter and post a negative receipt dated in the current accounting period. Draw a cheque for the overpayment amount for the client. Allocate the negative receipt and unallocated receipt in the Debtors Ledger.
Overpayment on the account and you are going to allocate it against a future bill for the client	Leave the receipt as partially allocated, therefore leaving an unallocated credit amount. Once the next bill has been posted, assign the unallocated credit amount against this bill as a receipt in the Debtors Ledger.
Overpayment on the account is to be transferred to a related client	Enter and post a negative receipt to the client with the excess funds, dated in the current accounting period. Enter and post a Receipt with the same date to the client where the excess cash is to be transferred.