I’ve got a couple of invoices that are showing as outstanding for over 31 days, the invoice when it opened says that there is money owed at the bottom although it says at the top that has been paid off by direct debit..
It’s taken payment twice from the customer can anyone suggest why GC has gone wonky
Hi @Bagso
Please accept my apologies for this.
I’ve managed to locate your account and I can see the direct debit was flagged as failed when it was initially taken. However, this was on 25th July. This date marries up to an issue that GoCardless experienced.
On 25th July GoCardless returned a failed status to us for several direct debits but actually processed them. There was, unfortunately, no way for us to determine if this was a false negative and we acted on the message they returned to us, treating the direct debit request as failed.
In this case, it would show up on QuickFile as failed, but it may show up on GoCardless as successful - this is something we’re unable to see or check and you would have to check in your own GoCardless account to determine if they did in fact succeed or not.
The customer has had money taken twice which is what alerted me to the situation . How can I show it as a credit on his account towards next month’s invoice?
If you’ve received the money twice then you’d tag one of them as a payment against the relevant invoice and the other one as payment from a customer → pay down multiple invoices or assign to account, and leave the payment unallocated. This would then show up as a prepayment on their account, and when you raise the next invoice you can log payment → “apply from credit” in order to assign the prepayment to that invoice.
Unfortunately the invoice is showing as unpaid which is part of the issue as GoCardless error has messed it up . There is a payment showing within the invoice so the invoice is contradicting itself as the top says it’s unpaid . It needs quickfile to update it for me. Because if the way GoCardless pays net of fees it’s not a single transaction on the bank statement
Presumably you have some record on your dashboard (or whatever they call it) at GoCardless that tells you exactly what they charged the customer on which dates, so at this point the simplest fix is probably to go into your GoCardless merchant account in QuickFile and manually create matching “money in” transactions for the full value (before deduction of fees) of the two payments using the “new transaction” button at the top. You should then be able to tag those transactions as I described above, using “payment from a customer”, assign one of them to pay off the unpaid invoice and hold the other one on account for future use.
The settlement payments would be handled as normal, as transfers from the merchant account to current account.
I’m not sure how the GoCardless integration normally handles fees, does it import a separate fee transaction in the merchant account for every payment or do you just deal with the fees in one lump at the end of each month? If the latter then you’ll presumably already have accounted for the double payment fee in your July invoice from GC, if the former then you’ll need to create and tag fee transactions for these two payments to reflect the way QuickFile would normally have done it for you.
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