Payments are crucial for tracking amounts owing and generating accurate financial reports. While payments are recorded through manual staff entry, automated Tyro, or online Stripe integration, errors occasionally occur. This guide provides step-by-step instructions for editing or reversing (deleting) a payment to ensure accurate bookkeeping and financial reconciliation.
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Accurate bookkeeping relies on correcting any payment entry errors immediately. You might need to reverse a payment for the following reasons:
Incorrect Amount Entered: A typo was made when recording a manual payment, and the amount is higher or lower than the customer actually paid.
Wrong Payment Method: The payment was recorded as 'Cash' but should have been 'Card', affecting reconciliation reports.
Incorrect Date: The payment date recorded by a staff member is wrong, impacting period-end reporting.
Reversing a Payment (Deleting)
Reversing a payment is the action of deleting the transaction entirely. This removes the payment from the system and restores the original amount owing to the invoice.
Navigate to the relevant payment you wish to remove, you can do this by going into the customer profile, or the booking 'Payments' tab.
This will show you a list of all of the payments that have been recorded for this customer/booking.
You can filter this list to show All transactions, just Payments, or only Allocations (allocation of credits).
You can also search, export, and sort each column by clicking the corresponding title.
If you click you will go to the invoice which the Payment was applied.
If you choose to delete the payment at this stage, click the dropdown button beside 'View'.
Click Delete.
You will be prompted to confirm the action. The payment will be removed, and the invoice's balance will immediately reflect the reversal, becoming outstanding again.
| IMPORTANT: Stripe payments cannot be deleted. You will need to issue a refund or create a credit note. |
For More Information
On processing Stripe refunds view - Stripe Refunds
On adding an Invoice Payment - Adding Invoice Payments
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