How do  I resolve an overpayment to credit the customer for future invoices?

Hi cvo1,

Thanks for posting in the Community!

If you've applied or match the overpayment to the invoice, the overpayment itself will serve as a credit that you can apply to future invoices.

If the overpayment is shown in your Bank transactions tab, you can click on Find match option to apply it to the invoice. Or you can categorise it under Accounts Receivable account and select the customer to apply it to.

When you're ready to apply the credit to a new invoice. Here's how to:

1. Click on +New.
2. Click on Invoice.
3. Fill out other information and click on Save.
4. Click on +New.
5. Click on Receive payment.
6. Under credits the overpayment should show to apply.
7. Click on Save and close.

You can also check this link to learn more about: Handle customer payments in QuickBooks Online.

As always, you can reach out to our Customer Care Team if you need further assistance with the steps. They'll be able to pull up your account in a secure form and help record the overpayment.

Post again in the Community if you have further concerns. 

Hi, we import our vendor bills then have to change items line by line to add GST code and Class. Is there a way to amend the entire bill in one go rather than having to change line by line.

Hi Julia,

When importing bills with multiple line items make sure the bill has the same bill.no and, in the Line Tax Code choose the the correct GST for each line like GST on purchases. Then, on the mapping stage in QBO, decide if it's Exclusive or Inclusive of Tax in the Line Amount.

You can also download the sample file when importing bills for reference. And check this link to learn more about: Import your bills in QuickBooks Online.

If the issue persist, I recommend contacting our Customer Care Team. That way, our care agent can check your CSV file and help you format it.

Post again in the Community if you have questions about importing data in QuickBooks. 

Is it possible to keep notes on customer invoice for our internal reference. For example: The status of when Invoice will be paid. Or there is an issue with some of the services on the Invoice that need to be negotiated.

Thank you,

Chris

Hi Chris,

Thanks for posting in the Community!

You can turn on the custom fields option to add internal notes if you're subscribed to the Essentials and the Plus versions. If not, you'll have to upgrade your subscription to either Essentials or Plus.

Here's how to add custom fields in your sales forms:

1. Click on the Settings icon.
2. Click on Custom fields.
3. Click on Add custom field.
4. Enter a name in the Name field, like Internal notes.
5. Don't turn on Print on form since this is for internal information only.
6. Click on Save.

Once done, open an invoice you've created and locate the Internal notes field to enter information and click on Save after.

For reference you can also check this link to learn more about: Add custom fields to sales forms and purchase orders in QuickBooks Online.

Drop by again in the Community if you have other questions. I am around to help you.

Hello,  How do I give a customer a discount and reduce the sales tax on the invoice ?  Thank you  Jean

I'd be glad to assist you in adding a customer discount and reducing the sales tax on your customer's sales form, Jean. I'll lay down the steps below.
 

In QuickBooks Online (QBO), the method for setting up and applying discounts differs based on whether you're using the new or old invoice experience. The system automatically generates a "Discounts given" account in your Chart of Accounts to track these adjustments. Before you start using reductions, you'll need to enable this feature in your settings.
 

If you're using an old layout, here's how to activate and add this on an invoice:

1. Go to Settings and click Account and Settings.
2. Select Sales.
3. In the Sales Form Content section, hit the pencil icon.
   
   
   
   
4. Switch on the Discount setting.
5. Click Save, then Done. 
    

Then, refer to the steps below to apply the discount as a percentage or a flat amount:

1. Select +New and choose Invoice.
2. Fill out the form and add your products and services in the designated column.
3. Choose Discount percent to enter discount as a percentage or select Discount value to enter as a specific amount.
   
   
   
   
4. Enter the percentage or amount in the discount field.
5. Hit Save and Close. 

Alternatively, you may add them as a line item on your sales form where you include a description of what this is for.

However, if you're on a new layout:

1. Go to +New and choose Invoice.
2. Click ⚙ Manage. 
3. Select Payment options.
4. Turn on the Discount setting to add a dedicated field.
5. Fill in the necessary information.
6. Pick between a flat discount or a percentage discount and hit Save. 
    

For further details, visit this resource: Add a discount to an invoice or sales receipt in QuickBooks Online.

Regarding reducing sales tax, you have the option to manually create a custom rate. However, please know it should be recommended by the State Agency to record the accurate sales tax. 

Here's how to generate a personalized rate:
 

1. Go to Taxes or Click GST in the left panel.
   
   
   
   
2. Select the Edit GST dropdown and choose Edit rates.
3. Click the Add Tax Rate button.
   
   
   
   
4. Enter the required fields. 
5. Under Tax Agency, tick Sales.
   
   
   
   
6. Add a sales rate percentage and complete the other details.
7. Hit Save.

Additionally, I'll provide you with a helpful resource for generating transaction records for customers who make on-the-spot payments for goods or services at the time of sale: Create sales receipts in QuickBooks Online.

If you have other questions or need guidance managing invoices or sales taxes in QBO, please feel free to comment below. My role is to support you in navigating these aspects of your financial management effectively. 

I want to know it I can attach a document to an invoice created in Quickbooks, like attaching a hand written invoice or a Purchase order.   

And can I attach a document to a deposit transaction made straight to sales income account, like attaching a rental statement

Hi Kwikbooks,

We can add attachments to invoices and deposits in QuickBooks Online. Attachments can be added to the following transactions like invoices, bills, cheques, quotes, expenses, deposits, payments and so on.

The supported file types for attachments are, jpeg, pdf, png, doc, xlsx, csv, giff, xml.

To be able to add attachments for a transactions:

1. Open the desired transaction.
2. Click on Attachment icon at the bottom part.
3. Browser the document you want to attach.
4. Select Open and then click on Save and close.

You'll see all of your attachments in QuickBooks Online by going to the Settings and click on Attachments.

For reference you can check this link to learn more about: Add or delete attachments in QuickBooks Online.

Drop by again in the Community if you have other questions about QuickBooks Online. 

Can you add links into the email message that goes with the invoice?

Thanks for posting in the Community, Joanna.

Yes, we can add the link/URL link to the email message prior to sending the invoice to your customer. 

If it is a one time add on to the message body:

1. Click on the Sales tab.
2. Click on the Invoice and click on Edit.
3. Click on Save and Send.
4. From the email message, enter the link/URL link you wanted to add.
5. Click on Send and close.

If you wanted to permanently add the link:

1. Click on the Settings icon.
2. Click on Account & Settings.
3. Click on Sales.
4. Click on Messages and enter the link.
5. Click on Save and click on Done.

That's it. For reference you can also check this link to learn more about: How to set up or change customer messages in QuickBooks Online. 

Post again in the Community if you have further questions. I am around to help you.