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Fixing Customer Account Invoices Paid Off with the Wrong Tender Type

This article explains how to correct a Customer Account invoice that has been paid using the incorrect tender type (for example, paid as Cash instead of Direct Deposit).

Use this solution when:

  • A Customer Account invoice has already been paid

  • The payment was processed using the wrong tender type

  • The invoice amount is correct, but the tender allocation is not

Important Notes

  • Do not delete invoices or payments.

  • Always reference the original audit number to preserve traceability.

  • This process ensures:

    • Financial accuracy

    • Correct tender reporting

    • A clear audit trail for reconciliation

1. Identify the Original Audit Number

  • Locate the audit number of the incorrect payment.

  • This can be found via:

    • Journal History

    • Customer account history

    • Write this audit number down, it will be referenced in every corrective step.

2. Perform a Refund Sale for the Incorrect Payment

  • Create a Refund Sale using an Open Stock Item for the exact value of the accidental payment.

  • Use the same tender type that was incorrectly used.

  • In the reference or notes field, record:

    • The original audit number

    • A brief reason (e.g. “Correction – wrong tender type”)

 This reverses the original incorrect tender allocation.

3. Create a New Sale to the Customer Account

  • Start a new sale

  • Add an Open Stock Item

  • Set the value to the required invoice amount

  • Tender the sale to the Customer Account

  • In the reference/notes field, include:

    • The original audit number

    • A note such as “Reallocation of payment”

This creates a new unpaid customer invoice.

4. Pay Off the New Invoice Using the Correct Tender

  • Locate the newly created customer invoice

  • Pay it off using the correct tender type

  • In the payment reference/notes, record:

    • The original audit number

The payment is now correctly reflected against the proper tender.



Result

After completing these steps:

  • The incorrect tender allocation is fully reversed

  • The customer account balance is correct

  • The payment is recorded against the correct tender

  • A complete and transparent audit trail is maintained

Best Practices

  • Always include audit numbers in references for financial corrections

  • If unsure, confirm tender expectations with the customer before reprocessing

  • Document the correction in internal notes for future reconciliation