A vendor statement lists invoices you've already received. If a statement is entered in Ramp as a bill, it syncs to Puzzle as a bill too, and those invoices end up recorded twice. If Ramp paid the statement, the vendor may also have been paid twice.
Before you start
Check each invoice on the statement and note whether it's already in Puzzle as its own bill, and whether it's been paid.
If Ramp paid the statement, find that payment in your bank feed. Ask the vendor or Ramp whether the extra money will be refunded or kept as a credit.
If the statement's month is locked, unlock it first. You can relock it when you're done. See Locked Periods.
If the statement wasn't paid
Open the statement bill and click Void. The invoices it lists stay as they are.
If the statement was paid
You can't void a bill while a payment is matched to it, so remove the match first.
Open the bank transaction that paid the statement and remove its match to the statement bill. Don't delete or recategorize the transaction.
Void the statement bill.
Put the payment where it belongs:
If the invoices it repeats are still unpaid: match the payment to those invoices.
If the payment also covered real invoices (for example, one check for the statement plus two invoices): match it to the real invoices. Puzzle will ask which account the extra amount should go to. Choose a holding account (see below).
If the vendor will refund you: categorize the payment to a holding account. When the refund arrives, categorize it to the same account, and the account goes back to $0.
If the vendor will apply it to a future invoice: wait until that invoice is in Puzzle as a bill, then match the payment to it as a partial payment. Match your later payment for the rest when it comes through.
Holding account: if you need one, add an Other Current Asset account to your chart of accounts, for example "Vendor Refunds Receivable". If the money is never recovered, a journal entry moves it to expense.
What you'll see afterward
Accrual: the statement's duplicate expense and accounts payable are reversed on the statement's date.
Cash: each bank payment still appears once, on its original date. Only the bill or account it's applied to changes.
If the cash view shows a payment in a different account than the bill's, contact support before changing anything.
Will Ramp undo this?
No. Voided bills stay voided in Puzzle, even if Ramp shows them as paid. Ramp syncs don't change the amounts on bills already in Puzzle, and they don't create payments. Ramp handles its own records, so ask Ramp support how to record the overpayment or credit on their side.
Avoiding this next time
Don't approve vendor statements as bills in Ramp. Pay from the individual invoices instead.