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I created a credit memo for a refund, then issued a check for the refund amount, but now the refund amount is showing up as existing credit on the customers account.
the credit was actually issued back onto the customers credit card. but its only giving me the option to create a check to record the refund, is there a way to show that it was credited to their credit card directly from my account. it was done using a square reader. thank you.
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You write the refund check on the same account as your merchant services deposit account. Next you link the refund to the credit memo.
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Although you have recorded both the credit memo and the check, you still need to connect the check to the credit memo so that QuickBooks can track the transaction correctly. You use the Receive Payments window to connect the two.
To connect the refund check to the credit memo:
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1 Choose Customers > Receive Payments.
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2 Choose the customer to whom you just wrote the refund check. You'll see the amount of the credit
included in the Existing Credits field and the refund check in the bottom section of the window.
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3 Select the Apply Existing Credits checkbox.
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4 On the Refund Chk line, enter the check amount in the Payment column, if not already entered by QuickBooks, and then click OK. If you now choose Customers > Create Credit Memos/Refunds to display the credit memo you just entered and click Tx History, you should see the refund check listed in the Transaction History - Credit memo window.
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If you issued the AR check manually, and you have a credit memo, you link them using Receive Payment but leave the amount here as 0.
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You only see this, bottom left, three radio buttons, Because an out of balance condition exists = overpayment from this payment now on hand.
Otherwise, if this payment paid whatever was owed, there is nothing seen bottom left; it is Blank.
If you need to issue a refund NOT from an overpaid condition, then you decide how you intend to do with for the data entry that meets your needs:
As A Check.
Listing on the expense tab or items tab.
Or, from a Credit Memo that you need to create, where you will list Items. A credit memo would be needed, for example, when Sales Taxes are involved.
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Then you are Done.
"I do go back to the Previous Payment Screen"
You don't Also do this. You don't do Both. You seem to trying to do the same thing two different ways. Either there already is a Credit Memo for you to issue a refund from the top; or, you already have funds on hand as negative AR from an Overpayment condition and don't also need or use Credit Memo. You don't do Both for the same overpayment.
"If I try to issue the credit from the payments screen, the available credits show at the bottom, but cannot "refund check".
If you have One Specific Payment that resulted in Too Much Money, then you issue the refund from there. Then, Do Nothing Else.
If you have No Balance for that customer as Negative AR, and you intend to issue them a refund, then you control how to do this. If you decide to do it with a Credit Memo, you use the Credit Memo function and issue the refund check from the icon at the top, and Do Nothing Else. Or, you might simply want to write a check as a Refund of Income to them, and not use a Credit Memo at all.
Never use two different methods to manage the same information.
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A negative AR balance can be Refunded. This can be done Manually, by listing AR for that customer name on the Expenses tab of the check to that customer. Then, in Receive Payment, Do not put an Amount; you are receiving 0 payment. Your check as AR will be listed as if it is an Open Charge and you can Apply the credit from here. Using a Credit memo to issue this refund or issuing from an overpayment Creates the Same Check as I just described: AR.
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"the check as AR is not listing as an open charge so that the credit can be applied."
Perhaps it already is linked to something or is applied already.
Like this:
You issued a refund check from a Credit Memo you just created, and also still have a Negative on hand from using Receive Payment months earlier, when no open invoices ever existed = now you have this Twice. That means the original Payment screen is where that credit is coming from. You would not also create a new Credit Memo. You simply issue that check as AR so that you can open the Original payment and link it to the Refund.
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"but when I try to link the credit memo to the check it doesn't show the check and tried to apply the credit to new invoices for that customer. I did check the account on the refund check and it is accounts receivable."
If the check was not created From the credit memo, as long as the check shows AR, you can use Receive Payment (leave the amount to Receive as 0) and apply them, here.