Applying a credit to a sales Invoice

[Koala]

I have read all all the help manuals but still not understanding the following :-(

1. How do I apply a credit note to a particular sales invoice in QB which is yet to be paid. I have:

1. turned off Automation - Automatically apply credits
2. Entered ab adjustment note  which is reflected as unapplied in the status column
3. But not sure how to apply it??

2. How do I apply a credit note to a  particular closed sales invoice where the customer is seeking a refund to his bank account.

3. How do I apply a credit note to a particular closed invoice where the customer would like the refund to be applied against any future invoices.

Thank you

[MirriamM · Accepted solution]

Hello, Koala,

I can provide clarification on how to record your transactions in QuickBooks Online.

First off, you can create an Adjustment note when the invoice amount is lesser than the delayed credit. From there, you can link the invoice to the Adjustment note to apply the charge.

When it comes to applying a delayed credit into an invoice in QuickBooks Online AU, the invoice amount should be greater than the delayed credit amount.

To enter an apply the adjustment note, here's what you'll need to do:

1. Click the Plus icon at the top, then select Adjustment note.
2. Enter the necessary information, then click Save and close.
3. To apply the adjustment, click the Plus icon at the top again.
4. Select Receive Payment.
5. Complete the fields.
6. Under Credits, select the Adjustment Note.
7. Verify that the total to pay (if any) is correct after applying the Adjustment Note.
8. Click Save and close.

As for your other questions, if your customer wanted a refund, kindly make sure that adjustment note has not been entered yet to avoid a double refund.

To give you a better view about this processes, you can reference this articles:

• Enter and apply a adjustment note or delayed credit
• Record a customer refund

As always, you can contact our QuickBooks Support team if you need assistance with the steps. They'll be able to pull up your account in a secure environment and help you navigate using one of their tools like screen sharing.
To reach them, here’s how:

1. Click this link https://help.quickbooks.intuit.com/en_AU/contact.
2. Choose the QuickBooks Product.
3. On the Contact Us page, select a topic.
4. Click on Get Phone Number button to see the support number.

That should do it! If there’s anything else you need help with in applying adjusting note to invoice, please feel free to visit us again.

[Sharon 8]

Is there a way of applying for credit on the invoice not to the invoice so that the amount due is really amount due?

What happened is that customer prepaid and the credit sitting on deferred revenue. When I invoice the customer in a month, see the sales is $100, the same time I would like to show $100 credit already applied to the amount, so the amount due is 0 on the invoice so that the customer see the in and out on one place. 

Thanks 

[Kass_B - Product Champion]

Hi Sharon 8,

You can create a Delayed Credit to record the credit, then apply this to your invoice. This shows the credit and the amount of the sale, with the total owing showing as 0:

1. Select +New, then Delayed Credit.
2. Select the customer, date and so on. Enter the details of the credit and select Save.
3. Select +New, then Invoice.
4. Select the customer, date and so on. From the column on the right, Add the credit. 
5. On the second line in the invoice, enter in the sales information. You can select Print or Preview down the bottom prior to clicking Save and Send.

You may also consider using Sales Receipts to record the sales in future - see this resource on using sales receipts vs invoices if required.

-Kass

[Vinolia Botswana]

Hi, 

I have a customer who just bought on credit, does this mean I can record them as above?

Delayed credit/create an invoice?

[MichelleBh]

Thanks for joining in this thread, @Vinolia Botswana.

Let me add a few details about your customer credit in QuickBooks Online (QBO). This way, I can guide you accordingly.

Yes, you can use the Delayed credit in recording the customer transaction in QBO. You can follow the steps outlined by Kass_B - Product Champion above. I also added sample screenshots for your reference. 

To learn more about managing customer credit, see this article: Create and apply adjustment notes or delayed credits in QuickBooks.

Additionally, you have an option to run the Transaction List by Customer report in your account. Then customise it to show all of the credits you entered into the system. 

Here's how: 

1. Go to the Reports menu on the left side. 
2. Type the said report in the search box, and press enter on your keyboard.
3. Click the Customise tab.
4. In the Transaction Type drop-down, choose Credit. 
5. Filter the necessary fields, then select Run report. 

For more information about customising, visit this link: Customise reports in QuickBooks Online.

Feel free to click these articles below on how to personalise sales forms and create a custom credit service item. This way, you can quickly add it to delayed credits as a single line item.

• Add product and service items to QuickBooks Online
• Customise invoices, quotes, and sales receipts in QuickBooks

If you have other questions or concerns with QuickBooks, please post them here. I'm happy to work with you again. Keep safe. 

[Vinolia Botswana]

Thank you very much.

[bbqman]

this software is rubbish, the fact this has to be explained so many times shows that it isn't working as required for your customers and not clear, I click receive payment click on the open adjustment note, firstly it applies more than available from the adjustment note and then it also still shows as unapplied in the customers transaction list after completing this step. 

easier to give product to my customer for free than waste my time trying to jump through 200 QB hoops

[IntuitSheila]

Hello bbqman,

I understand you're having fundamental issues with applying credit to a sales invoice. This is not the experience we wanted our customers to have. The steps provided by MirriamM and Kass_B on how to apply a credit note are the usual steps used in QuickBooks Online.

Furthermore, if you're getting unapplied payments, please check the following:

• Check the date of the payment or credit to make sure it is not before the invoice date. 
• Check if payment is entered without matching the sales form.

Also, you can check this link to learn more about Create and apply adjustment notes or delayed credits in QuickBooks Online. 

Since you've tried using the steps provided and still get unapplied payment. I'd recommend contacting our Customer Care Team. That way, they can further check your transaction and ask for your QuickBooks Online company detail in a secure form. Here's how:

1. Click on the Help icon in QuickBooks Online.
2. Click on the QuickBooks Online product, and click on Contact Us.
3. Enter a brief description of your issue.
4. Click on Chat Us or Call us or you can use the link https://help.quickbooks.intuit.com/en_AU/contact

Feel free to post again in the Community if you have more questions.