Amend a Typo in Description of Bill

[Adrien Monteleone]

Is this a bill or invoice? (Bills are FROM Vendors - you owe, Invoices are TO customers - they owe you.) The process is the same, but how you traverse the menus to get to them and the terminology makes a difference.

First, do a search for the invoice/bill using the Business > Vendor/Customer > Find Bill/Invoice dialog. Does it show as Paid? (it should not)

Next, Open the Process Payment window and enter the vendor/customer to show their outstanding bills/invoices. Does the one in question show in the list? (it should) Is it for the full original amount, or less? (if there were no partial payments, it should be the full amount) Is the pre-payment for the full original amount? (it should be as long as it wasn’t supposed to be a partial payment)

If both the bill/invoice and the pre-payment are in the list, and both are for the same full, original amount, simply select both. Make sure the date is the same as the original payment date, the amount should be zero (because they cancel each other out) and select the original asset account where the payment went to or came from—e.g., Assets:Checking.

Now the payment has been re-applied. (note, this is also how you handle pre-payments or apply overpayments to future invoices/bills.)

The slightly easier alternative is to open the asset register where the payment went to/came from. Right click the transaction and choose “Assign as payment...” (should be the last entry) This will then open the Process Payment window as before. The only difference here is that you shouldn’t need to select the pre-payment (may already be selected) and the proper asset account will already be chosen for you. (You still need to select the invoice/bill that the payment is being applied to)

As far as I know, the two methods are identical in function, just different ways to get there.

Now, if the balance of the bill/invoice is NOT the full and original amount, or if the amount of the pre-payment is NOT the full and original amount, AND this invoice/bill was originally paid with a single payment-in-full, then let us know and we can walk you through fixing that situation. If the payment was intended to be partial, simply apply it as noted above, but your net amount will not be zero if there will still be a balance on the invoice/bill. If this is the case and you have any questions, ask away and we’ll help walk you through it.

Regards,
Adrien

> On Mar 26, 2018, at 11:27 AM, keithwjones <keith at worlebury.co.uk> wrote:
> 
> Adrien Monteleone wrote
>> I guess I should have added, I’ve unposted and reposted invoices more
>> times than I can count and all without any major issue.
>> 
>> When you unposted, made the edit and then reposted, what was the result to
>> make you think something wasn’t correct.
> 
> Unpost and repost went fine. Then a bill payment reminder came up - process
> payment - I could see pre-repayment when I did that it gave a refund back
> into bank. 
> 
> So it did not auto reconnect with payment. Perhaps I should have ignored the
> Bill Reminder. Please can you explain in more details: assign it manually
> using the context/right-click menu. 
> 
> Keith
> 
> 
> 
> 
> 
> 
> 
> 
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