Bulk payments don't allow accurate recording of credits being claimed

Good day, MichaelO86.

Intuit always finds more ways to make QuickBooks Online meet all businesses' needs. I'll take note of this so I can forward this to our developers so they can come up with a new way of handling credits.

QuickBooks Community is always here if you have more concerns. Stay safe!

If they implement the way that I described it will be perfectly suited. If a credit shows up as a separate line item in the same way that bills do, it will allow people to claim it at any time it suits their specific business and the recording of time and tracking of the credit then become fully handled by the software, rather than out of the software. I'd like to throw away my clipboard of manually recorded credits if I could. Thanks Alex.

Bump.

Credits need to show up exactly the same way bills show up when creating an ABA file, so you can accurately allocate the credits rather than just access all credits like a slush fund. Credits with suppliers who have trading terms beyond right now do not issue the credit immediately, rather it goes against the month that the related invoice would be paid. 

Hello, I too am having this problem but I also have another issue that we've only just noticed.

I pay my suppliers in bulk at the end of the month and one particular supplier is an issue. I have received multiple credits over time (specificially June - Oct 2022) and what the program has done is added all my credits together and then taken small amounts of each credit and not used the whole amount which is what I thought it was doing. It now says that I have $144 in credit when I actually have nothing! Apparently I have 2 cents from one credit, 8 cents from another and so on. I don't know how to get rid of it. I have since found out that I can't just go into Pay Bills and pay my supplier that way as that is how this all happened - why have a pay bills section if that's that wrong way of doing it?!

I used to used QuickBooks Desktop (2012-2013 version) and had to upgrade as we took on an apprentice and needed all the tax and superannuation stuff. The old way of doing things was to go into Pay Bills and then as the lady mentioned earlier, a little box was at the bottom of the screen and we could pick and choose which, if any, credits we wanted to use. It was simple and easy to use and worked well. I just assumed that this new online version was the same but apparently it's different and I now have to go into the Supplier's name and click on a bill and then pay them in bulk that way and add my credits from there. As I said, why have a Pay Bills tab if you can't use it like that?

Anyone out there have any ideas of how to clear this $144 odd from the system as the Help Line staff didn't know. It's also frustrating as it keeps coming up everytime I want to my bills.

Thanks, Jacqueline

Hi Jacqueline S,

Appreciate the detailed information you've provided. About your concern, it could be that the automation for automatically applying credits is turned on in your company settings which is why you're unable to select which credits to apply to the bill. Here's how you can check your company settings:

1. Click on the Settings icon.
2. Click on Account & Settings.
3. Click on the Advanced tab.
4. Click on the pencil icon under Automation.
5. Look for Automatically apply for credits. If it is turned on all credits from a supplier will be automatically applied to an open bill.
6. Turn it Off if you want to manually apply which credit to be applied to a bill.
7. Click on Save, and click on Done.

Furthermore, about how to clear the $144 from your supplier credits, you can record a Journal Entry for that. However, in choosing what account to use, I would recommend reaching out to your accountant on what balancing account to use to avoid messing up your books.

You can also check this link to learn more about entering supplier credits and refunds in QuickBooks Online.

Post again in the Community if you have more questions. Have a great day!

Thanks for answering so quickly. I did as you suggested and the automatically apply credits is already turned off. The phone staff helped me turn it off last time I called about this matter. I will check it again when I next make a bulk payment and if I still have an issue I'll get back to you.

Thank you.

Sure thing, Jacqueline!

Also to add about applying credits on bulk payments, I agree with how helpful it is to be able apply the credits while doing bulk payment option. Currently the option offered when paying bills is you need to go to a specific supplier and make payment from there and you should see the credits to be applied to the supplier.

To extend my help, I'll just be escalating a product feature request to our Engineering Team for this feature to be available on your account in the future. Also kindly please do me a favor to provide feedback on your account through the Gear icon > Feedback so our Development Team to know of your request. 

You can always post in the Community if you have questions or clarifications about QuickBooks Online. And we'll be here to help you. Have a great rest of the day!