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Customer overpaid me – How Enter in MYOB

Let’s use an example:

Customer invoice was $1000

Customer pays $1500

1 Create another invoice for $500 to the client (Optional – you can post to a new sales account or clearing account eg 4.9000 Over-Payments, with GST as applicable, then it will stand out if not dealt with until later)

2 Apply Customer Payment to BOTH Invoices.

3 Create a CREDIT Invoice (because customer has credit with you for over paid amount) allocate to the clearing or 4-9000 Over-Paid account (if used), enter as a NEGATIVE amount, include some notes in the description (and in Journal Memo if desired) referring to the original invoice number and date, and the over-payment date. It is good to send an activity statement to show each transaction clearly, and the balance net due for the client.

4 The credit invoice will sit in Accounts Payable/ Debtors as negative, waiting to be dealt with – There are two ways to finalise…

        a) Customer wants a refund of the $500 – go to Sales register > Returns & Credits > select/highlight the credit sale > in lower LHS click > Pay Refund > Add notes to the memo to trace back to original invoice and payment > Record.

        b) Customer wants to wait until they order more to “use the credit”, enter the next sales, and when there is more than the credit sale > Sales Register > Returns & Credits > in lower LHS click on Apply to Sale > watch the memo and abbreviate with easy reference info. > Record. If there is still money due, that will reflect the same as the customer statement amount, and when customer pays, is easily applied.

For more help, click a category to the left, see our website http://www.accountkeepingplus.com.au/free-how-to, or contact us with your query and get a FREE reply answer email or call.


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MYOB – Annual Leave Adjustments Part 2

Adjusting year-to-date leave balances

Unlike carry over leave balances, you can’t change the year-to-date hours in the employee’s card. To adjust the accrued hours for an employee you can either:

  • adjust the hours in the next pay run, or
  •  record a leave adjustment paycheque for the affected pay period. This method requires you to record a void paycheque as described in the procedure outlined below.
  1. Go to the Payroll command centre and click Process Payroll. (Pay Employees in older software versions). The Process Payroll window appears.
  2. Process Individual Employee.
  3. Select the employee you want to adjust leave for.
  4. In the Payment Date field, enter the date you want to record the adjustment.
  5. Enter a pay date range in the Pay period start and Pay period end fields. This should be for the pay period you are adjusting.
  6. Click Next. The Select and Edit Employees Pay window appears.
  7. Click the arrow in the Edit column next to the employee’s name. The Pay Employee window appears.
  8. Type a reference in the Cheque number field to show it is an adjustment. For example enter ADJ in the field.
  9. If you want, enter a description of the adjustment in the Memo field.
  10. Delete all hours and amounts shown in the window. You need to do this so you don’t re-record any pay amounts for the period, other than the leave adjustment.
  11. In the relevant leave accrual field, enter the adjustment leave hours in the Hours column. For example, if you need to subtract 8 hours from the employee’s holiday accrual, type -8 next to Holiday Leave Accrual.
  12.  Click OK. A warning message appears asking if you want to void the paycheque.
  13. Click OK. The Select and Edit Employee window appears.
  14. Click Record. A message appears confirming the number of paycheques to record.
  15. Click Continue. The void paycheque is recorded and the Process Payments window appears.
  16.  Click Close.

For diagrams and more click on           “MYOB – Annual Leave Adjustments”       at      http://www.accountkeepingplus.com.au/free-how-to