On our Supplier SUP0000250 - TRADE UK, we have an error because of credit note CN00260 of GBP 9.40. There should be a credit of GBP 9.40 on this supplier account in order to be allocated to an unpaid invoice. Please have a look into it as it seems a technical issue. Our QuickFile account is 6131408257. Thank you!
That ÂŁ9.40 was credited to the account then later allocated to #QF04882.
Hi Glenn,
I appreciate your support and I will give you more details so you can understand the issue. I received my statement from this supplier and it shows a balance of GBP 2,144.63,but QuickFile shows that I owe them GBP 2,154.03. So, we have a difference of GBP 9.40 . If I go by QuickFile I will lose GBP 9.40. I did a very simple thing and compared how much the supplier invoiced me and how much I paid. Total Invoiced by supplier according to my QuickFile balance is GBP 5,253.84 and total paid is GBP 3,109.21, the unpaid balance should be 2,144.63. So, I do not understand why QuickFile shows unpaid balance as GBP 2,154.03???
Please see the below picture which shows the amount of GBP 9.40 as „hold on account for future use”. This amount is just hanging there, but is not shown as credit on the account balance and I cannot allocate it. Yesterday, I had a similar issue on another supplier ABC Depot, there I was about to make a loss of GBP 193.99! But I managed to sort out the issue by untagging the payment from the bank account and reallocate the payment. Here on Trade UK I cannot untag the payment of GBP 25.46 /19.06.2014 and reallocate it again (probably this will fix the issue on this supplier account as well). This kind of errors can go unnoticed and I can loose more money, now I trust very little your software. I became aware of this errors after having a hard time checking the statements received from suppliers and although I received all their invoices, and they received all my payments - there were still a difference! And this is because there is a fault in QuickFile software. I hope that you now understand better this issue and that you can fix it. Thank you!
The balance of £2,154.03 is correct although I can see why you’ve come to £2,144.63. Let me explain:
The total of all invoices is ÂŁ5,253.84, this is accurate.
The total of all payments appears on the payment list to be £3,109.21 however this screen lists the £9.40 credit note again and should be deducted from the £3,109.21. In reality the £9.40 is not a new payment just a conversion from the original payment of £25.46 allocated to invoice #QF05338. It therefore shouldn’t be added on top of the £25.46.
So 5253.84 - (3109.21 - 9.40) = 2154.03
I admit that the total in the payments section should really exclude that credit note, but I believe it should still show in the main table, it will just mean that the total will not precisely match the sum of the entries. We’ll have a think about that one.
Hi Glenn,
I feel a bit embarrassed to write you again, because you offer me free service and I am trying not waste your time. Yes, the balance of 5253.84 is accurate and also the balance of 3109.21 is accurate, but the outstanding balance of 2154.03 is not accurate. The balance should be 2144.63, and I can tell this because my supplier gave me their statement from their own accounting system. At the bottom of this purchase QF05338 (see print screen image) it says : "19/06/2014 - 9.40 (Held on account for future purchase”); how would I be able to use it, where is this amount hanging?
If you do not have an answer, let’s try this (I tried it myself, but will not allow me to take any of this two actions as are in a lock state):
- Delete credit note CN00260
- Untag from the bank account, or delete payment #PP002943 of GBP 25.46 / 19.06.2014
After you will do this, I will recreate the credit note of GBP 9.40 reducing the balance on purchase QF05338, finally I will retag the payment of GBP 25.46 and hopefully QuickFile it will show me that a credit of GBP 9.40 will be available on account to pay against the balance of 5253.84 to reduce it to 2144.63 and at this point my QuickFile balance will match the one of my supplier. Thank you!
This credit was used to pay down #QF04882, sure you can free it up again for use elsewhere but this would render invoice #QF04882 as partially unpaid. Also #QF04882 has already been locked down as it has featured in a VAT return. You’d need to roll back your VAT return before you could possibly do anything with CN00260, which I would recommend strongly against.
The invoice totals and payment totals yield the correct balance in QuickFile, why that doesn’t match the statement issued by your supplier I couldn’t say, it would need to be fully audited. Perhaps a duplicate entry on your side or their’s I’m really not sure? However if their invoice total and payment total match what’s on QuickFile I wouldn’t worry about it, it will likely come out in the wash over time.
Hi Glenn, You are very confident with your software, I am just a user but I am also confident about what I am saying 
This is just because it worked yesterday with an identical error and it should work again. Actually there is no need to delete the credit note, but I need you to untag or delete the payment of of GBP 25.46 / 19.06.2014. I went myself to bank account and tried to do it from there, but it will not let me to untag or delete it. Please try to do it and do not worry for the rest. There is no duplicate entry on my side. I checked invoice by invoice against the supplier and all is identical. I will sort it out myself even is something will show as partially unpaid. Thank you!
We always investigate all queries such as these, my colleague and I have spent over 1 hour looking at this and everything adds up. Total invoices, minus total payments exactly equals the balance displayed which is ÂŁ2,154.03.
I must reiterate that the total amount paid to this supplier according to your accounts is not £3,109.21 but £3,099.81. Search for “TRADE UK” on your current bank account you will see a total of £3,074.35 paid. Another £25.46 was paid from your credit card account totalling at £3099.81.
Current Account: ÂŁ3,074.35
Amex Account: ÂŁ25.46
Everything checks out, and matches the account balance for this supplier. I don’t know why your supplier has issued a different amount I can only go by what’s in your account.
I really appreciate your support and I am very sorry that you needed to spend more than one hour with this, I wish I could compensate you for this, but I can only say a big Thank you! I just requested that payment of ÂŁ25.46 to be untagged, can this be done? I will figure it out myself what is to be done next! Thank you!
No it’s really not a problem and I am happy to look over the details, it’s certainly not time wasted… it’s in our interest to stress test and scrutinise the software 
Regarding the untagging of that CN, leave this with me and I will see what can be done. Because it’s been included in a VAT return the software is preventing it from being detagged, I may have another way without taking the drastic step of rolling back the VAT return. I’ll send you a private message to discuss further.
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