Have you discovered that the amount, date or recipient on a payment is wrong? What you can do depends on whether the payment has been sent to the bank or not:
Not sent yet: You can usually change the payment directly in Catacloud.
Sent to the bank: The payment cannot be changed – it must be cancelled and re-entered.
Check the payment status first
Go to Bank → Payments. What you can do depends on which tab the payment is in:
For approval: The payment can usually be changed or deleted – see the next section. Exception: if you have already clicked Confirm payments, the payment has been sent to the bank – even if the signing with BankID or in your bank’s app has not been completed – even though it is still listed here. In that case Catacloud blocks changing it with the message «You cannot change a bank payment that has been sent to the bank …» and deleting it with the message «This payment has already been sent to the bank …». Complete the signing at the bank, or check your online bank to see whether the payment has gone through before you create a new one. Hover over the bar under For approval to see who has signed. How to stop such a payment is explained in Second signature in the online bank – how it works with bank integration.
Bank processing: The bank has accepted the payment and it is in progress. At this stage it normally cannot be changed or deleted from Catacloud – see How to change a payment that has already been sent below.
Rejected: The payment was not processed. Delete it, correct the issue and re-enter it.
Change a payment that has not been sent yet
Go to Bank → Payments → For approval and click the payment.
Correct the amount, date or recipient.
Click Save changes.
Note: The due date must be today or later. If the payment is past its due date, change the date to today or a later date before you click Save changes. If you try to save with a date in the past, you get the message «Due date can not be in the past». The same applies when you register a new payment.
This also works when the voucher (the invoice) has been attested – as long as the payment itself has not been approved.
When is the payment locked?
The payment has been sent for attestation. At the bottom of the payment it says Waiting for approval from …. To change it, the attestation must be cancelled first. See Forwarding or cancelling an attestation.
The payment has been approved. The payment shows Payment is approved and locked. Delete it and enter a new one with the correct details.
The payment has been signed or sent to the bank. See the next section.
Note: If you use payment attestation with an amount limit, a higher amount may mean the payment has to be attested before it can be sent.
Why can't a payment that has been sent be changed?
When a payment is approved in Catacloud, it is sent as a payment instruction via our payment partner to your bank. From that moment, the instruction is held by the bank, and neither Catacloud nor the payment partner can edit it. This is a limitation in the banks' systems and applies to all accounting systems – not just Catacloud.
If you change the amount in Catacloud after the payment has been sent, this therefore does not affect the instruction already held by the bank.
How to change a payment that has already been sent
Cancel the original payment. If it is pending due date at the bank – for example after full approval – it cannot always be cancelled from Catacloud. In that case it must be stopped in your online bank, or by contacting your bank. Some banks lock payments sent via an integration, so they cannot be changed directly in the online bank either. In that case the bank must stop the payment for you.
Confirm that the payment has actually been stopped before you continue – check your online bank, or that it appears as rejected/cancelled in Catacloud. If you stopped the payment in your online bank, it can take up to a day before it appears as Rejected in Catacloud.
Register the payment again with the correct amount, date or recipient: open the voucher in the ledger → Actions → Register payment → select bank account.
Approve the new payment under Bank → Payments → For approval.
Do you have dual approval?
If your company requires two approvals, the same principle applies: a payment that has received all approvals and is pending due date has been sent to the bank and can no longer be changed in Catacloud. Whether – and for how long – it can be cancelled before the due date is governed by your agreement with the bank, not by Catacloud. If you are unsure, contact your bank or us.
If the payment is still waiting for the second signature, it can usually still be stopped: tell the others not to sign, and stop the payment in your online bank straight away. See Second signature in the online bank – how it works with bank integration.
Watch out for double payment
Important: Never enter a new payment before you have confirmed that the original has been stopped. If the original payment goes through on the due date anyway, you risk paying twice. See also The amount was paid twice – why does the invoice show only one payment?
When should you contact us?
Contact us in the chat if you are unable to cancel a payment that is pending due date, or if a payment is stuck after you have tried to stop it. Provide the client, amount, due date, recipient and payment status so we can troubleshoot directly with the payment partner. Cancelling payments that are already held by the bank often has to be done by your bank.