If an overpayment on a listing's invoice ledger was recorded wrongly, you can now edit it directly. Change the amount, date or note, or set the amount to zero, instead of adding extra rows to cancel it out. This keeps your ledger showing what actually happened, which makes it easier to reconcile.
This article covers where to find overpayments, who can edit them, how to edit a row, and which rows can't be edited.
❗ Please Note: The Overpayments section only shows if your agency has Invoice Overpayments Allowed turned on. 🔒 An admin can turn it on in Settings > Advanced Settings > Finance. See - Advanced Settings: Finance.
When Should I Edit an Overpayment?
Edit an overpayment row when it's simply wrong, for example:
- A payment came in before its invoice existed, and the overpayment is now sitting on the ledger with nothing behind it.
- An overpayment was left behind after you redid part of a workflow.
- The amount, date or note was entered incorrectly.
Setting the amount to zero is the easiest way to cancel out a row that was created by mistake, without adding an offsetting row.
Who Can Edit an Overpayment?
🔒 You need these privileges for listing invoices:
- Create transactions - to see the menu on an overpayment row at all, including View.
- Void transactions - to use Edit. This is the same privilege that lets you reverse a transaction on the same screen.
If you can see the Overpayments section but there's no menu on the rows, ask your Rex admin to check your privileges.
How Do I Edit an Overpayment Row?
- Open the listing and switch to finance mode by clicking $.
- Go to Invoices & Payments.
- In the Overpayments section, open the menu on the row you want to correct.
- Click Edit.
- Change the amount, date or note. You can set the amount to zero.
- Save.
The overpayment balance updates as soon as you save.
Only the amount, date and note can be changed. Whether the row is money in or out, and which listing it belongs to, can't be edited.
To look at a row without changing anything, click View instead.
❗ Please Note: The overpayment balance can't go below zero. If your change would make it negative, you'll see "This change would take the overpayment balance below zero (resulting balance '…'). Reduce the amount first."
Which Overpayment Rows Can't Be Edited?
Some rows are linked to an invoice, credit note or refund. Editing them would leave that invoice out of balance, so Rex stops you and tells you what to do instead.
| Row | Can it be edited? | What to do instead |
|---|---|---|
| A payment received but not applied to an invoice | Yes | - |
| A row added with Adjust ledger balance | Yes | - |
| An overpayment received against a specific invoice | No | Reverse the payment on the invoice |
| A row applied by a credit note or refund | No | Correct the credit note or refund |
If you try to edit one of these rows, you'll see one of these messages:
- "This overpayment came from an overpayment on invoice id … - editing it would corrupt that invoice. Reverse the source payment instead of editing the ledger row."
- "This overpayment was applied by a credit note or refund and cannot be edited here. Adjust the originating transaction instead."
For more on credit notes and refunds, see - Credit Notes & Refunds.
Can a Payment Against a Credit Note Create an Overpayment?
No, not any more. If you try to record a payment against a credit note, you'll see "You cannot apply a payment to a credit note - use a refund to settle the outstanding credit." Use a refund instead. This stops overpayments appearing that were never really there.
❓ FAQs
Can I set an overpayment to zero?
Yes. It's the usual way to cancel out a row that was created by mistake.
Why can't I edit this row?
It's linked to an invoice, credit note or refund. The message on screen tells you which transaction to correct instead.
Why is there no menu on the overpayment rows?
You need the create transactions privilege for listing invoices to see the menu, and void transactions to edit. Ask your Rex admin.
Can I reverse an overpayment row?
No. Reversing would also affect the transaction it came from. Edit the row instead, or set it to zero.
I created the missing invoice. Why didn't the overpayment apply to it?
Rex doesn't match an overpayment to an invoice created later. Edit the overpayment, or apply it to the invoice yourself.
Is there a record of who edited an overpayment?
Rex records who made each edit and when, but this isn't shown on screen yet. Contact Rex Support if you need to check a change.
Can we turn off editing but keep overpayments?
No. Editing is part of the Overpayments section. It's available wherever Invoice Overpayments Allowed is turned on.
Related Articles
- Advanced Settings: Finance
- Credit Notes & Refunds
- Introduction to Reports & Analytics (includes the Listings w/ Overpay Balances report)