Client overpaid; excess returned

TeaKayB

Hi, I could do with some tips on how best to record the following in Crunch Free:

I have invoiced a client.
They have sent payment, but accidentally overpaid.
I have returned the excess payment.

So I have an invoice for the correct amount (in Crunch Free), a payment for more than the correct amount (in my bank account and picked up by Crunch Free’ bank link), and then a payment back to the organisation for the difference (which will be picked up by the bank link).

How do I record this efficiently and legally, and so that it’s clear that I’ve been overpaid and immediately paid back the difference?

Katie

Hi TeaKayB

The easiest way to account for this in Crunch Free is as follows:

Mark your invoice as paid in full (for the correct payment amount).
Record a Bank Deposit for the amount that was overpaid.
When reconciling, you can tick the boxes to select both the client payment and the bank deposit and match them to the one payment entry on your bank statement.
Record a withdrawal for the amount you refunded.

All the best,

Katie

TeaKayB

Katie Thanks Katie, much appreciated.

Tom

TeaKayB

Related (I think):

I’ve invoiced a client £918.20

They’ve paid via Stripe, which shaves off a fee, so I’ve only received £900.55

I’ve recorded that payment against the client, but Crunch thinks they still owe £17.65 when really it’s just been lost to fees.

“Add a credit note/refund” sounds like the right kind of thing, but this link is greyed out (it’s never not been greyed out whenever it’s seemed like a thing I need to use. Things that are visible but unavailable for unspecified reasons are SO much more infuriating than them just not being there).

So how do I deal with this in Crunch?

Katie

TeaKayB

In the payment section of your invoice, you should find an option to record fees.

We have a step-by-step Help Centre article on how to use this: How to record fees deducted

Hope this helps,

Katie

TeaKayB

Katie Hi Katie, the help centre article that you linked to does not match what I am seeing in Crunch:

After the step “Next, scroll down to the ‘Payments’ section. Click on Add Payment and then ‘+ Add fee’.” (which includes a screenshot), I see a similar screenshot except there is no “+ Add fee” button. There is just a “+ Add another payment” button. I’ve tried clicking this, but there is no option to register it as a fee.

Katie

Hi TeaKayB

Have you recorded a payment against the invoice? If so, please make sure this is for the full amount of the invoice, not the amount you received after the fee.

You’ll record the total invoice amount and then use the +fee button to account for the deduction.

Thanks,
Katie

TeaKayB

Katie Ah, right, thank you.

I had to unreconcile payments to achieve this. Now I am striggling with reconciliation. This is such a confusing process. Registering the fee seems to have generated a payment in Crunch that needs to be reconciled, but there is nothing to reconcile it with (because, by definition, it’s an amount of money that I have not been paid).

The actual payment from Stripe now no longer has anything to reconcile with, because I had to register the payment as the full payment (per your instructions) in order to register the fee, but this means that it does not match with the actual payment I received (because it’s less than the full payment, because of the fee).

Every time I follow an instruction to solve this problem it throws up another one!

TeaKayB

I’ve tried resetting everything - unreconciling and deleting everything I can relating to this transaction - and starting again, following your instructions to the letter, and I’ve got to exactly the same point.

I’ve tried creating an extra payment for the amount I actually received, which I COULD reconcile against the transaction, but of course I couldn’t then attach it to the invoice because there’s already a payment listed there.

I think I’ve had it with Crunch. From April I’ll be going back to my spreadsheet where listing stuff like this is easy. There’s no way it should be this difficult to log something that’s this common.

TeaKayB

I think I’ve worked it out: the whole process talks about “adding a fee”, but the number you want me to input isn’t the fee, but what’s left over after the fee is removed. Is that the case? If so, then you really need to change the wording because it’s completely backwards and makes it uitterly opaque (and infuriating).

“Deduct a fee” in the appropriate place might be a little clearer as it at least hints at what you’re expecting someone to do.

Katie

TeaKayB

Yes, when using the +Fee button, the input box asks for the amount received after the fee has been deducted. Appologies this wasn’t clear enough - I’ll share your feedback with our product team and see if I can make the help article instructions more explicit.

Did you resolve the ban reconciliation side? If you’re still having problems with it, please let me know the invoice it pertains to, and I’ll check it out.

Thanks,
Katie

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