How can I show a credit balance on a credit note and not the full credit amount?

moorhen · ‎September 21, 2021

Sending the customer a statement isn't satisfactory, it's too unclear (shows too much irrelevant information).

Rubielyn_J · ‎September 21, 2021

I appreciate you for getting back to this thread, @moorhen.

We can pull up the Transaction List by Customer report to show the balances left on open credit notes and invoices.

To do this, here's what we need to do:

In your QBO account, go to the Reports menu.
Search for Transaction List by Customer statement in the Find report by name field.
Click the Customize button.
Choose the date under the Report period section.
Under Rows/Columns, put a checkmark next to Transaction Type and Open Balance.
Select the Transaction Type box under Filter and select Invoices and Credit Memo.
Once done, click Run report.

You can also open this resource to help you add more filters to your report: Personalized reports in QuickBooks Online. It also covers some steps on how to save custom statements.

Additionally, I've attached this link that provides some common custom reports in QBO. It has few ways on how you can customise reports to fit your specific needs.

Keep in touch if you have further questions about generating reports in QuickBooks. I'll be happy to lend a hand.

View solution in original post

GeorgiaC · ‎September 21, 2021

Hi moorhen, thanks for your post - the statement would be the suggested option for this, however, if you're finding this to be too crowded, you could also run a report such as the 'Customer Balance Detail' and filter this (Customise > Filter > Customer) which will then show the amount and open balance of the credit note. You can then email this directly by selecting the envelope icon to the right of the report.

For further options, we'd appreciate you sharing your feedback with us by going to the Cog > Feedback within your account. :woman_technologist:

moorhen · ‎September 21, 2021

Thanks GeorgiaC - am I right in thinking that the Customer Balance Detail lists every transaction for a customer in a given period, not just the open transactions (in which case is just as confusing as a statement?) Can I have a report which just shows the balances left on open credit notes and invoices? I am used to using QB Desktop where this report is available very easily by clicking on the 'Open Balance' button in the customer record. Is such a facility available with QB online? Thanks again.

Rubielyn_J · ‎September 21, 2021

I appreciate you for getting back to this thread, @moorhen.

We can pull up the Transaction List by Customer report to show the balances left on open credit notes and invoices.

To do this, here's what we need to do:

In your QBO account, go to the Reports menu.
Search for Transaction List by Customer statement in the Find report by name field.
Click the Customize button.
Choose the date under the Report period section.
Under Rows/Columns, put a checkmark next to Transaction Type and Open Balance.
Select the Transaction Type box under Filter and select Invoices and Credit Memo.
Once done, click Run report.

You can also open this resource to help you add more filters to your report: Personalized reports in QuickBooks Online. It also covers some steps on how to save custom statements.

Additionally, I've attached this link that provides some common custom reports in QBO. It has few ways on how you can customise reports to fit your specific needs.

Keep in touch if you have further questions about generating reports in QuickBooks. I'll be happy to lend a hand.

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How can I show a credit balance on a credit note and not the full credit amount?