Changing the Payment Method After a Sale

This page explains what happens when you change the payment method on a cash bill that is already final, and the one thing to do first. You are here: it follows Payment Aggregators and Branch Settlement Methods, whose chain behind every payment button runs again for the new method. The example is the same: a cashier at GS-KV-03 pressed Cash for a RM 3,499 laptop that was paid by card.

Changing the method after the sale

A cashier who pressed Cash for a card payment does not edit the bill. The Settlement Adjustment screen records the old and new payment lines as a request, refuses it unless the new lines add up to the bill’s payable amount (The total settlement amount must be the same as the PNS amount) and unless something actually changed, and then a background job replaces the old posting with a new one — recording the status of each stage on the request. Because the new line is a different item, the whole chain above runs again, so an adjustment to a method with no cashbook fails the same way a sale would.

It replaces; it does not reverse. This is the part worth knowing before you reach for it, because reverse and replace leave very different evidence behind:

That last row is the one to plan around. Changing the settlement amount on a finalised document through the ordinary edit path is refused while its cash book line is matched in a reconciliation, with a message naming the reconciliation and its month. The Settlement Adjustment path performs the same amount change and never asks that question: the old cash book line is deleted, the amount it had matched is handed back to the bank statement line, the reconciliation link is marked deleted, and a new cash book line appears unmatched. The month you signed off moves, and the only sign is that the reconciliation no longer balances.

So unreconcile first. If the bill is inside a period you have already reconciled, undo the match on that cash book line in the Bank Reconciliation session before you adjust the settlement, then match the new line afterwards. See Everything is matched to zero and the reconciliation still won’t tally for what the symptom looks like from the other end.

What success looks like

Open the bill once the adjustment request shows every stage processed. The bill is still FINAL, with the same number. Its journal now debits the new method’s account, and the old journal is marked deleted rather than reversed, so there is no opposite entry to look for. If the bill sits in a month you have reconciled, match the new cash book line in the Bank Reconciliation session; until you do, that session does not balance.

Common mistakes

1. Adjusting a bill in a month you have already reconciled. The old cash book line is deleted and its match goes with it, and nothing refuses the adjustment. You see it as a signed-off reconciliation that no longer balances. Undo the match first, adjust, then match the new line.
2. Adjusting to a method with no cashbook. The adjustment fails the same way a sale would, with MISSING_CASHBOOK or MISSING_GL_CODE. Fix the method first (Step 1).
3. Voiding the bill instead. A void sends the document to VOID and posts opposite entries, so the sale itself is undone. To change only how it was paid, use the Settlement Adjustment screen.

Related documentation

• Payment Aggregators and Branch Settlement Methods — the settlement methods, the branch links and the chain this page reruns
• POS General — the till and the Settlement Adjustment listing
• Everything is matched to zero and the reconciliation still won’t tally — the symptom from the bank side
• Bank Reconciliation — where you undo and redo the match