Keep payment records accurate

Establish the opening position

When adding an existing invoice, enter the invoice total and the payments already recorded in your source system. This opening payment amount becomes the starting point for later receipts. Keep enough context in your own records to explain the starting balance.

Add new receipts once

For each later payment, check the date, amount and reference before adding a ledger entry. Look for an earlier entry or an amount already included in the opening balance. Confirm the total paid and remaining amount after saving. DueSparrow uses your entries; it cannot determine whether a bank transaction is genuine or duplicated.

Retain the reason for a correction

If an entry is wrong, reverse it with a useful reason rather than describing an expected payment as an adjustment. The original entry remains in history, while the balance is recalculated using active entries. Check the result against your accounting system after correcting it.

• Date and amount from the checked receipt
• Reference sufficient to locate the source record
• A reason when an entry is reversed
• Remaining balance checked after the change

Keep expectations outside the paid total

A promised date or an installment schedule describes timing that may happen. It should not increase recorded payments. Review how active receipts are applied to installments and update the schedule when the agreement changes. Use the outlook to see entered expectations while retaining the actual balance separately.