How do I fix this in QBO (AU) - In layman's terminology please?
A customer payed (via bank feeds) one lump payment which was for multiple customer invoices (eg; $1010 payed for 4 invoices #1-#4, actually only totaling $1000 due).
Within that payment, invoice#1 was over payed (eg . due amount of invoice#1 was $100, though $110 was received and allocated as over payment to Invoice#1).
The customer required a full bank transfer refunded of the $110 payed for invoice#1.
The customer then later repaid Invoice#1, within another lump payment for multiple invoices #1 & #5-#9, all for the correct amounts.
Thank you for reaching out on this.
I can see you have asked similar question on community before so I would just answer both on this one here. Thank you for the additional information.
I would suggest removing the payment of $110 from Invoice#1 to make the invoice open and available for your customer to pay you again.
For the $110 customer had paid you before, you can create a bank deposit in QuickBooks so you can match it in banking.
When you refund the customer of $110, you can create an expense to record and match the refund.
Once your customer pays you again for invoice #1 with $100, you can record the payment on the orginal invoice.
Hope this helps, and here is an article from our community for your reference:
Record a customer refund
Thanks, but that doesn't help ?
I am not a bookkeeper, Nor more than a basic novice of QB, it isn't explained in layman's terms for a user who may not know accounting. Either this is not just a simple task, or just I don't seem to be able to follow the concept or procedure fully? I had previously tried following the link which you also suggested, doesn't appear to work logically when I follow the instruction steps ?
It seems to only allows me to apply the actual invoice amount, not the whole over payment which then leaves the bank out of balance and the invoice still paid ?
Is there more of a basic beginners directions somewhere to do, what should be as simply a matter of crediting the amount payed, against the invoice it was assigned, then repaying the full amount to the customer ?
EDITED: Step 2, doesn't allow the payment for the multiple other (and Invoice#1) to be allocated as payment, as Invoice#1 doesn't show as unpaid, so doesn't display as to be paid?
EDITED2: The Invoice#1 was payed in 20/02/2019, we payed customer back 03/05/2019, then customer payed correctly on 05/07/2019. So all reconcile of banks is now out and a mess following the directions of the link?
If you’re not comfortable following the steps provided by my colleague, you might want to void the invoice. Create a refund cheque and recreate the invoice for the next payment.
Void an invoice:
Create a refund cheque:
To link the refund cheque to the unapplied payment:
Once done recreate the invoice for the customer's next payment. Please get back to us if you require further assistance.
Hi again Northlandspc,
Thank you for getting back to us on this, and providing us with additional information.
As you mentioned, the customer you are trying to refund is a sub-customer. Can you please check if the box for "Bill with parent" is ticked under the customer's setting? The error "no invoices to the customer" can be caused by the "Parent Customer" was invoiced at the first place.
Please have a look and let us know how you go. Thank you.
Thank you for your reply.
If the "Bill this customer" option has been selected, then the sub-customer should have been invoiced. I tried to replicate the method my colleague suggested by voiding the invoice and it has worked for me. I would like to suggest checking the when creating the adjustment note, if the sub-customer was created.
Should you require additional assistance, you can also Contact Us and our support team member would be able to help you on the steps. Thank you.
You're almost there, J.
It seems that you successfully voided the invoice. And there's already an unapplied payment. The next thing you'll need to do is to create a Cheque.
Then, you'll need to link the Cheque to the unapplied payment.
Once done, you'll have to recreate the invoice. That way, you can generate a new invoice, and process the payment with the correct amount.
Please let me know if you have other concerns.
I appreciate your help and detailed step by step directions.
Though, again, it again doesn't show the Cheque in the step 3 section 2 of the steps?
I have tried it on both the Master and sub Customers, both don't show the cheque ?
Is there any resason why it won't show in this section?
Thanks for reaching out.
Could you click on the sub-customer under the Customers section, and see if the Cheque Expense is listed under the Transaction List? If it's not listed, try and re-create the Cheque Expense as per section 1 of AlexV's instructions.
Another thing I would like you to check is to remove any Filters applied on Outstanding Transactions section in the Receive Payment screen.
Let me know if you're able to find the Cheque Expense or not with the above steps.
Thank you for getting back to us on this.
Can we confirm if you have created the Cheuqe for the sub-customer, please?
The next thing you'll need to do is to create a Cheque.
Here are the steps again to create the cheque if you haven't done it yet.
Please let us know how you go.
Hi Zac, Please excuse my lack of understanding here, why am I to create a cheque, we dont use cheques because we do everything via electronic banking? Or is that just the method not yet changed in QB software to a current term for non cheque use industries? I will give it ago again and see. thank you. Kind regards J.
EDITED: as there are quite a few attempts to make the correction to the actual transaction I based the question on. It might be now that QB is so confused, like myself, so i think maybe I will start again with another Overpayment (identical) situation which has also occurred more recent.
I will let you know if it works on the fresh credit item or not as well.