AP Vendor Refund In AR

HI ​@woodst27 

In my opinion. You create Prepayment in “Checks and Payments” screen (AP) with the overpaid amount to the Vendor.

Then when you receive the overpaid amount from that Vendor, you create Refund in “Checks and Payments” screen (AP)

Best Regards,

NNT

Hi ​@woodst27 

Please elaborate how the overpayment was made. Against what document was the payment made (Source document) and what is the balance and status of that document now. 

By default, AP bills wont allow you overpay. Hence, curious to know how the overpayment was made. As you have mentioned ‘duplicate payment’, its not allowed in Acumatica in general. If a check was sent outside Acumatica, then you will have to record that payment first (you can use above approach of creating prepayment ), ensure it has correct date and financial period and then create a refund on date of receipt of refund check.

So, solution would be based on how the original payment (duplicate payment) was initiated.

Regards,

Hi vkumar, 

The first invoice was paid in August of last year, we just switched to a new system around the same time, and during the migration into the new system, a second invoice was generated and paid.  When the vendor received the second check, they realized two checks had been sent for the same invoice.  The vendor sent us a check back and in the memo area they noted the check was a refund for a duplicate payment. 

When we received the check from the vendor, it was deposited back into our account, but I do not know how to post the check as an AR payment because there is no document to attach the payment to.  

Hi ​@woodst27 

As you may note, you have mentioned that a ‘Second’ Invoice (AP Bill) was created and the payment was made. Should second Invoice (AP Bill) be reversed ? ( create a debit adjustment)?

Ideally, the process should be :

• Reverse second AP Bill ( I assume duplicate AP bill is in closed status with payment applied)
• A Debit adjustment gets created. Release it.
• Initiate a Refund from the Debit adjustment 

Hope this helps.
Regards,