Summerston Sub Post Office | Glasgow Post Office Counters

Bill of elderly person paid into this post office for Social work dept,was paid to this post office ,the elderly person received threatening letter from Glasgow Council John street for the amount of ?12.this pensioner couldn't sleep was up all night upset, even though the paid bill and proof of payment was received by social work dept, they informed him to go back to post office were transaction took place,even though the person went to enquire about this at the beginning,had to go back,then they photo copied the bill then called to say it was there mistake,why when a bill is scanned did this information transfer to appropriate dept ,it was very upsetting for family