Mistake 1: chasing a paid invoice
Scenario: a bank receipt sits in an unallocated account, while the invoice remains open. Consequence: the customer receives an incorrect reminder. Correction: obtain the remittance reference and match it to the invoice before the next chase.
Prevention: review unallocated receipts before distributing the overdue list. Assign a named person to clarify receipts with weak references instead of guessing which invoice was paid.
Mistake 2: ageing from the wrong date
Scenario: the follow-up list counts days from invoice issue even though agreed terms give the customer additional time. Consequence: a not-yet-due balance appears overdue. Correction: check the agreed due date and show it beside the invoice.
Prevention: preserve payment terms at invoice level and distinguish current balances from overdue balances. Do not replace an agreed term with a generic default simply to fit the report.
Mistakes 3 and 4: hiding disputes and repeating reminders
Scenario: a delivery dispute is mixed with ordinary late payments. The same reminder is sent without assigning anyone to resolve the underlying issue. Correction: record the dispute, responsible manager, evidence needed and next action.
A second failure is recording a promise to pay without a follow-up date. Keep the promise separate from a cash receipt and check it against the bank after the promised date. A promise does not reduce the customer balance.
| Failure | Correction evidence | Review control |
|---|---|---|
| Unallocated receipt | Bank receipt and remittance | Review before reminders |
| Incorrect due date | Agreed terms | Check ageing setup |
| Unresolved dispute | Order and delivery trail | Assign resolution owner |
| Untracked promise | Dated customer commitment | Compare to later receipts |
Worked example
Correct the reminder amount first
Fictional invoice LKR 95,000, received but unallocated payment LKR 40,000 and approved credit LKR 5,000.
- Amount remaining after correctionsAllocate supported payment and credit before follow-up.
- LKR 50,000.00
The reminder should investigate LKR 50,000, with its due date and dispute status checked. It should not request the original LKR 95,000.
Frequently asked questions
Should a promise to pay reduce receivables?
No. A promise is a follow-up note. Record an actual receipt when evidence confirms money has arrived.
Can a disputed invoice be ignored?
Keep it visible with a dispute category and resolution owner. Removing it from the chase list is not approval to remove it from accounting records.
Sources and limits
These fictional scenarios explain record controls and do not provide legal debt-recovery advice.
- Finance Desk LK — current service scope
Current service boundaries. Confirm the work, exclusions and quotation in writing before an engagement begins.
Accessed: 2026-10-08