A vendor looks paid twice
Compare bank evidence with recorded vendor payments before correcting a duplicate record.
- Who can do this
- Owners, or people with View payments to vendors; corrections need Delete payments made
- Where
- Purchases, then Payments made
- You'll need
- The bill, both payment references and your bank statement
A repeated record and two bank withdrawals need different follow-up. Recording a vendor payment does not send money to the vendor.
Compare the records with the bank
- Open Purchases, then Payments made.
- Open each suspected payment.
- Compare its amount, date, reference and bill allocation with the statement.
- Identify whether money left the bank once or twice.
If the bank shows one withdrawal and QixCount contains two records, review which record is incorrect before using the correction flow below. If the bank shows two withdrawals, deleting a record cannot recover either payment. Agree the recovery and accounting treatment with the vendor and your accountant.
Correct a duplicate record
WarningDeleting or voiding changes the books and affected bill balances. It does not cancel a transfer or return money from the vendor. Deleting or voiding a payment releases its bank match. Check the bank record afterward; an automatically matched record returns for review, while a reconciled record stays reconciled.
Follow Delete or void a bill payment. General removes the active payment after reversal; Nonprofit retains a voided record and its history. Both release the affected allocations.
Contact support if the reversal fails or the two records cannot be distinguished. Include both payment numbers and the bill number. Confirm the result before recording a replacement.