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Tim302
Level 2
posted
‎November 05, 2025 01:16 AM
last updated ‎November 04, 2025 7:28 AM

I had a customer put a claim on me for non delivery of goods. Square withdrew the amount from my account so I have an amount of $236.72

sitting in the spent column of my bank transactions that needs reconciling. Now the dispute has been settled and square has remitted the funds plus extra for $480.30 that is sitting in the received column. The net of $243.58 needs to be matched against invoices that are outstanding. Need to know how I can achieve this.

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1 Comment 1
john_T
QuickBooks Team
QuickBooks Team
‎November 05, 2025 08:13 AM

I had a customer put a claim on me for non delivery of goods. Square withdrew the amount from my account so I have an amount of $236.72

Hello there, Tim302.
Thank you for providing the details of your concern. Here’s how you can match the outstanding invoices.
 
To accommodate the disputed charge of A$236.72 that shows in your bank feeds under the Spent column, you can create an Expense transaction affecting the Accounts Receivable (A/R) account. We have to select A/R so that we can link the original invoice payment transaction to the Expense, thereby offsetting them. Here’s how:
 
  1. Go +New or Create +, and then select Expense.
  2. Choose the correct bank account from Payment account dropdown where the disputed charge happened.
  3. Select the date corresponding to when the dispute happened.
  4. Under Category, choose Accounts Receivable (A/R).
  5. Enter 236.72 in the Amount field.
  6. Review other details and hit Save and close when done.
 
Next, locate the original invoice payment transaction so we can edit it and link it to the expense we’ve created. Here’s how:
 
  1. Go to My apps, then Customer Hub.
  2. Choose Customers then select the customer profile at issue.
  3. Under the Transaction lists tab, locate the original payment transaction and click on View/Edit.
  4. Untick the original invoice payment and place a check mark for the Expense created.
    john_T_1-1762294420475.png

     

Once done, this will link the original invoice payment to the expense, making the original invoice unpaid or open. Then, to accommodate the extra amount you’ve received, you can edit this invoice to add a Service item (e.g., a service item worth A$6.86 so that the invoice total now becomes A$243.58), mapped to an income account of your choice. You can also consult your accountant about the appropriate income account.
 
After this, click on Receive payment to record the unpaid invoice worth A$243.58, matching the date you received this payment.
 
Finally, you can match these recorded transactions on the Bank transactions page. Just a heads up, you can flick on the Match button beside the Categorize option in case the recorded transactions don’t show up as suggested matches which will open the Find other matches window:
 
  • For the A$236.72, match it to the expense created.
  • For the A$480.30, match this to the two recorded invoice payment transactions (A$236.72 and A$243.58).

john_T_0-1762294367958.png

 
If you have any additional questions, don’t hesitate to reply to this thread.
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