Has a supplier or an employee received the same amount twice, but the supplier invoice shows only one payment? Here is how to find out what happened, clean it up and avoid it next time.
What happened?
The most common cause is that there are two separate payments to the same recipient:
The payment created from the supplier invoice (the voucher).
An extra payment entered manually via New payment – for example because the recipient sent a reminder before the due date.
Both are sent to the bank and carried out. But only the first one is linked to the invoice. Catacloud does not warn you when you create a new payment to the same recipient for the same amount, so it is easy to miss.
How to check
Go to Bank → Payments.
Select the Paid tab.
Search for the recipient in the Search in payments... field.
Look at the Voucher column:
Voucher 4549 (or another number) means the payment was created from an invoice.
Single payment means the payment was entered manually via New payment and is not linked to any voucher.
Payroll payment means the payment is a salary payment.
Tip: Want to see which account number the money went to? See Which account was the invoice paid to?
What is a single payment?
A single payment is a payment you create directly in the bank module via New payment → Single payment. You choose the From account, the recipient, the Amount and the Due date yourself.
Because it is not linked to an invoice:
it is not registered as a payment on the supplier invoice,
it does not stop the payment that is already set up on the invoice,
Catacloud does not know that it relates to a specific invoice.
Single payments are meant for payments that have no invoice. To pay an invoice that is registered in Catacloud, use the payment on the voucher.
Why did the invoice get 14 days to the due date?
Each supplier has a number of Due days. The default is 14 days. When you fill in the Invoice date on the voucher, Catacloud sets Due to the invoice date + the supplier's due days. The Payment date in the payment section follows the due date.
This also applies to employees registered as suppliers to have expenses reimbursed.
Tip: If you select the supplier after the invoice date has been filled in, Due is not recalculated. Always check Due and Payment date before you save.
You can change this in two ways:
For one invoice: Change Due and Payment date on the voucher before you click Save and send to ledger. (On EHF invoices Due is locked, but you can change the Payment date.)
Permanently for the supplier:
Open the supplier, for example via the edit icon next to the Supplier field on the voucher.
Go to the Finances tab.
Change Due days – for example to 1 for employees who should have expenses reimbursed quickly. (The field cannot be set to 0 – the default of 14 days is then used. If the payment should go out the same day, change the Payment date on the individual invoice.)
Click Save changes.
The change applies to invoices you register after saving. If you have a voucher open, select the supplier again for the new value to be used.
Should the payment go out earlier?
Do not create a new payment via New payment. Change the payment that belongs to the invoice instead:
Is the payment under For approval and not yet signed? Delete it, and register the payment again from the voucher with the correct date: open the posted voucher in the supplier ledger → Actions → Register payment → choose the bank account under Payment method and set the Payment date. If you get the message «This payment has already been sent to the bank and cannot be removed or retried», the payment is already at the bank. Follow the next point instead.
Has the payment already been sent to the bank? Then it must be stopped before you enter a new one. See Cancel or change a payment that has been sent to the bank.
Important: Always confirm that the original payment has been stopped before you enter a new one.
How to clean up after a double payment
Payments that have been carried out by the bank cannot be reversed from Catacloud.
Ask the recipient to pay back the duplicate amount.
Record the single payment in the accounts. It is not linked to any voucher, so it must be recorded in the bank reconciliation.
Record the repayment when the money comes in, against the same account as the single payment.
If the recipient is a supplier you trade with regularly, you can instead agree to deduct the amount from the next invoice.
When should you contact us?
Contact us in the chat if you cannot find a «Single payment» for the same recipient, but the amount has still been paid twice. Provide:
client,
recipient and amount,
voucher number,
due date of both payments.