Separate User Accounts Processing Simultaneously: Payments from separate accounts within a brief time window can result in duplication. For example, two staff members could process the same payment on different devices, mistakenly assuming it hadn’t been completed.

Manual Errors in Recording Bank Transfers: For payment methods like Bank Transfer, which require manual input, duplication can occur if staff mistakenly record the same transaction more than once. This is especially relevant in cases where payments are not automated.

Processing Multiple Refunds for the Same Sale: Duplication can also arise from attempts to refund both the sale and the product return independently. This creates a scenario where the refund is applied twice, causing excess client credit or outstanding balances.

Monitor payment logs and reports to identify transactions processed more than once.

Look for patterns indicating user actions that might contribute to duplication, such as simultaneous logins or retries due to connection issues.

For manual payment methods like Bank Transfer: - Navigate to the Payments Report in Digitail. - Locate and delete the duplicated payment entry. - Deleting the duplicate will automatically remove any linked client credit.

If duplicate refunds occur (e.g., involving a credit note): - Delete the extraneous refund entry. - Apply the resulting credit to the account to balance the sale or remove any outstanding amounts.

Train staff to carefully review transaction status before reprocessing.

Implement clear guidelines for managing payment methods requiring manual input.

Monitor for potential system issues, such as auto-logouts or disconnections, and resolve them promptly.

Regularly audit payment and refund records.

Managing Payments and Refunds in Digitail

Auditing and Correcting Financial Records

Setting Up User Permissions for Secure Transactions