The blocking reason ‘Possible bookkeeping mistake’ can have various causes. In this article, we explain how to resolve it.
The reason of a possible bookkeeping error is shown on the invoice page in the timeline on the right, for example:
Tip: Do you use the ‘Online Payments’ module in Payt? Your customer can then easily pay online. This ensures that the exact amount is paid, helping to prevent such booking errors. Read more here.
The outstanding amount is higher than the invoice amount
- Explanation: In Payt, the invoice amount is fixed once the invoice has been imported from the accounting system, but the outstanding amount can still be adjusted. This error occurs when the outstanding amount in the accounting system is increased to a value higher than the invoice amount after the invoice has been imported.
- Resolution: The best solution is often to remove the invoice from Payt so that the invoice amount is corrected accordingly.
Example:
You have an invoice of €100. You later modify the invoice, increasing the invoice amount to €150. The outstanding amount is now adjusted to €150 in Payt, but the invoice amount remains at €100.
Too much has been booked on this invoice
- Explanation: This occurs when the outstanding amount on an invoice is negative or when the outstanding amount on a credit note is positive. In these cases, too much has been booked.
- Resolution:
- The debtor may have made a double payment. If so, the amount should be corrected in the accounting package, and the overpaid amount should be refunded.
- A booking error may have been made in the accounting system, causing multiple payments to be linked to the same invoice. This should be corrected in the accounting system.
- An internal settlement may have been made in the accounting system. This should resolve itself.
Examples:
- You have an invoice of €100, but €150 is paid. This results in an outstanding amount of €-50.
- You have a credit note of €-100, but €150 is paid. This results in an outstanding amount of €50.
The invoice has been reopened after a long period
- Explanation: The invoice has been reopened after it was already marked as completed. As this is generally considered an error, the invoice is blocked as a precaution.
- Resolution: Check in your accounting system whether reopening this invoice is justified. If so, you can resume the invoice in Payt via the ‘Actions’ button.
Example:
An invoice was fully completed on 1 January. On 1 September, a small payment is registered on the invoice, causing it to be reopened. Since this is often unintended, the invoice is blocked as a precaution.