How to receive an overpaid claim from a customer

An overpayment is defined as a payment that is more than the invoice’s outstanding amount. For example, if the wrong amount is paid by the client or the bank, or if an invoice is accidentally paid twice. 

If the overpayment is made by mistake, your first action should always be to contact the customer, explain the situation and agree on a process to rectify it, which may include refunding the overpayment.

The next step is to ensure your accounts are corrected and that they represent how the situation is to be resolved.

1. In the Business menu, select Invoices.
2. Find and open the invoice that has been overpaid.
3. Under Receive a payment, enter the total amount you received, then click Add Payment.
   
4. Because the amount entered is more than the outstanding amount on the invoice, another payment will appear (See below). Enter a description for the overpayment, as well as the job number.

5. (Optional) If you’ve set up tracking for your organisation, select the Tracking Category for the overpayment. For a DPP or sales invoice we would only use the job number, not the cost centre.
6. Click OK.
7. Once you have completed this process you can reconcile the statement line in your bank account using Find & Match. 

The remaining money will sit in the system as an overpayment that can be used for a later invoice.