Removing a payment reference from a bill paid via Payit
This article explains how to remove a payment reference from a bill paid via Payit in order to be able to edit or delete the bill.
If your supplier has sent you a credit note, you can add a bill credit note for the incorrect bill and then add a new bill with the correct details. Then match the bill credit note against the original bill.
If you would rather not add a bill credit note as described above, you can follow the steps below to edit or delete the bill.
Please note that:
- If you’re attempting to remove a payment reference for a bill that has an account lock in place for the period of time that the bill falls under, you’ll need to remove the account lock first.
- If you’re attempting to remove a payment reference for a bill that has had a payment scheduled, you should aim to cancel the payment with your bank.
- Payit is only available if you have full (level 8) access to your FreeAgent account and if a NatWest, Royal Bank of Scotland or Ulster Bank business current account is your primary bank account in FreeAgent.
- Payit is not available if you have a user role of ‘Accountant’ or accessing a client’s account through a practice dashboard.
- You can’t use Payit to part-pay any bills.
1. Navigate to the relevant bill
Select the ‘Bills’ tab at the top of the screen.
Select the relevant bill that was paid via Payit.
If the bill has been marked as paid, you’ll need to remove the payment from the bill before you can remove the payment reference. If the bill hasn’t been marked as paid, you can remove the payment reference.
2. Remove the payment
To edit a bill which has been marked as paid, you’ll need to remove the payment from the bill first.
To do this, select the blue payment link at the bottom of the bill beside the total.
If the bill was marked as paid by explaining the bank transaction in the Banking area, select ‘Remove this Explanation’ in the top-right to remove the payment from the bill.
If the bill was marked as paid manually, or the bank transaction was entered manually, select ‘Delete this Entry’ in the top-right instead.
Select ‘OK’ in the pop-up window to complete the process.
3. Remove the payment reference
Once the payment has been removed from the bill, select ‘Edit bill details’.
Select ‘Remove Payit reference’.
If the Payit payment has been scheduled but hasn’t yet been cleared by the bank, removing the payment reference won’t stop the payment being taken by your bank. Therefore, you’ll also need to cancel the payment with your bank.
Tick the checkbox to confirm that you’re aware the associated payment will still be taken if it’s not cancelled with your bank, and select ‘Remove Payit reference’.
If the Payit payment has been finalised by your bank, removing the payment reference won’t have any effect on the payment as it’s already been taken. Therefore, you may want to check with your accountant that editing or deleting the bill is the correct thing to do.
Tick the checkbox to confirm that you’re aware removing the payment reference won’t reverse the associated payment, and select ‘Remove Payit reference’.
Once the payment reference has been removed, you’ll be able to fully edit and delete the bill.