I have a supplier with no open invoices, but has a supplier credit, which has now been refunded, how do i now match the bank deposit to the supplier credit note?

Hi,

I have tried following the steps but I have invoices to match and then a credit. So on the bank feeds I have matched the invoices & then 'resolved difference' putting this to the supplier, creditors, no VAT.

When I look at the supplier account there is the bank deposit there but no 'make payment' button. 

Any ideas?

Hello Charlotte_DRH

In the instance that you have no bills on the account and no make payment button you can create a dummy bill in order to be able to have access to this option.

If you create a bill for the same supplier,make it for a penny,just so it is more clear it is a dummy bill(it will be deleted in a later step)filling in  date and VAT and use the save button(not the save and close).

You will then see a make payment in the top right if you click on that you should see the dummy invoice ticked as well as your deposit and the credit note.If you make sure the credit note and deposit are ticked and then untick the dummy invoice and save and close.

Then it is just a case of clicking into the 1penny bill you have created and going to more on the bottom black banner and then delete

Any queries on this just reply back here on the Community

Emma

Hi, I followed this process; however after deleting the dummy bill I'm left with £0.01 overdue on the Supplier account. How do I remedy this?

Thanks

Rob

Thanks for checking this out, Robert Nisbet.

One possible reason why you're left with a 0.01 overdue on your Supplier account is that, the amount from the dummy bill created remained after deleting the bill. To fix this, just open the Bill Payment and manually change the amount to zero.

I'll be your guide on how to achieve this.

1. Go to Expenses on your left menu and choose the Expenses tab.
2. Locate the Bill Payment.
3. From the amount field, manually change it to 0.
   
4. Click Save and close.

After performing the above steps, there should no longer be an overdue on your Supplier account.

If you need further assistance or follow-up questions, just leave me a reply below and I'll be sure to get back to you. Take care and have a good one. 

Hi.

The Amount already shows zero.  In the deposit, the Original Amount is £176.61, and the Open Balance is £176.61, however the Payment is £176.60.  Whenever I try to edit anything and Save, it asks for an account for the transaction in the Bank/Credit account box.  So I cannot save any changes I make.

Thank you for getting back to us here on the Community page, @Robert Nisbet.

Yes, you have to select a bank account from the section so you'll be able to successfully record the changes. Then, delete the dummy bill to zero out the balance as suggested above.

If the problem continues, I suggest deleting and recreating the entries.

Let me know if you have any other questions. I'm a few clicks away to help. Have a good day!

Thank you so much for this answer! I have struggled with this problem myself for a couple of hours and to just read this and have this finally solved is a life saver!

You're always welcome, @SUSUZ.

Please know that our doors are always here on the Community page. If you have any other questions in the future, feel free to leave a comment below. Also, you can read our help articles if you need related topics while working with QuickBooks.

Keep safe!

Hi

I have a similar problem.  

Supplier credit has been entered on QB, direct bank feed is showing equivalent amount, but how to match the two?  I have followed the guidance on creating a deposit, but when I go to enter a cheque I receive the message about not having any open invoices.  I have tried creating a 0.01 bill to then and followed the instructions, but all that shows when I go to 'make payment' is the supplier credit and the 0.01 bill - no deposit.  I can't then match if I untick the 0.01 bill.

Can anybody advise please?

Thanks

Hello SP24, The deposit should show as long as you have selected creditors in the account section in add funds to this deposit and selected the supplier in the payee. The only reason usually if you have done this why it may not is if you have more than one creditors chart of account( for example if you moved from desktop QuickBooks and it has moved the multiple creditor accounts) if you have one than one if you can make sure it is pointing to the default creditors account. If you need any further help on this just reply back here and we'd be happy to assist further.-Emma
 

Thanks for the help, had a supplier credit in Mar 2023 and later the supplier did a deposit into bank account. Everything worked - created a deposit and it popped up under suppliers, create a bill with 0.01, then using "bill payment" selected the deposit and then the credit and it offset correctly. Subsequently deleted the bill with 0.01. Unfortunately then encounter the problem of "overdue" with 0.01 even though "open" is 0.00. 

Thank you for clearly stating your situation, shunhe. I understand the challenges you're facing with discrepancies and overdue balances appearing in the QuickBooks Vendor bill accounts.

In QuickBooks Online, when you delete a bill with a small amount like 0.01, it can sometimes lead to the issue of overdue status even though the open amount is 0.00. 

To address this issue, instead of deleting the bill with 0.01, recreate it with the same details and then apply the payment to it. 

Here's how:

1. Select + New.
2. Select Bill.
3. From the Supplier ▼ dropdown, select a supplier.
4. From the Terms ▼ dropdown, select the bill's terms. This is when your supplier expects to be paid.
5. Enter the Bill date, Due date, and Bill no. as they're recorded on the bill.
6. Enter the bill details in the Category details section. From the Category dropdown, select the expense account you use to track expense transactions. Then enter a description. 
7. Enter the Amount and tax.
8. If you plan to bill a customer for the expense, select the Billable checkbox and enter their name in the Customer field.
9. When you're done, select Save and Close.

Either way, if you have a credit memo from the supplier, you can apply it to the bill before deleting it. It can help ensure that the system properly accounts for the transaction.

If the issue persists, contact our QuickBooks Online support team as they can also provide specific guidance for resolving this issue. They may have insights into how to handle the situation within the software.

I know the importance of ensuring your accurate accounting records. Worry not, we are here to help you. Notify us again in the Comment section. Have a great day.  

Thanks for the quick reply. 

Unfortunately this was the bill transaction of $0.01 which was created to work around the supplier credit and then offset with supplier deposit issue. It was created in order to be able to use the "bill payment" and then deleted since it's actually used as a "dummy" transaction. Hence there will not be any payment applied to this $0.01 and i can't recreate it and then apply a payment to it. 

Hello there, @shunhe_pl.

I understand how important it is to record supplier credit and bill properly in QuickBooks Online. Rest assured I'm here to help you resolve this. The deletion of the bill transaction caused the overdue to exist. To fix this, you can create a journal entry to write off the balance or set up a clearing account to move money from one account to another.

It's important to ask for guidance from your accountant to maintain accurate financial records in your QuickBooks Online account.

For tips and resources on handling supplier transactions, check out this article: Expenses and suppliers.

If you have any further questions related to the deleted bill or the overdue status, please don't hesitate to reply below. We're always here to assist you.

Hello, 

I have followed the instructions for a credit received with no open bills. 

I have got the deposit to the supplier account and the next step is to click into the make a payment stage. 
The deposit on our supplier account does not say make a payment or have this option? 

Please could you help. 

Thank you,
Elly 

Hi Elly Thanks for reaching out to us here on the Community. Is the credit that you received from the supplier to be used against a future bill or does it relate to a refund for a previous bill that has been paid?