What is the best way to post "payments on account" to a supplier that needs to be allocated to both invoices and credit notes?

Hi louise_clt, 

You can make the supplier transactions billable. Then, we can convert it into an invoice so we can apply the payment. We need to turn on the billable expense feature first.

1. Go to the Gear icon and select Account and settings.
2. From the Expenses tab, select the Bills and expenses section.
3. Turn on the following:
   • Show Items table on expense and purchase forms
   • Track expenses and items by customer
   • Make expenses and items billable
4. Select Save.

Then, when you create an expense transaction, make sure to check the Billable checkbox and select the customer on the Customer column. Here's how to add it to an invoice:

1. From the +New button, select Invoice.
2. In the Customer dropdown menu, select the customer you created a billable expense for. This opens the Add to invoice window.
3. Click the Add on the billable expense you want to charge to your customer. Then, select Save and close.

In addition, if you recorded a credit note, we can apply it as a payment to the invoice. You can see this option when you receive or record a payment. Please check these links for more details:

• Enter billable expenses
• Create and apply credit memos or delayed credits in QuickBooks Online

I'll be here if you have more questions. Leave a comment anytime.

Hi thanks for this, but we don't tend to allocate the customer to these supplier invoices at the moment in our process, so I am not convinced this is the solution to what I am asking.

I will explain in more depth it might help.

I have a supplier account, which has multiple invoices and supplier credit notes which are not refunded just allocated to the account to offset against invoices when payment is made.

So we have ten invoices (for ease) the invoices are referenced 1 to 10, I also have 2 credit notes all for the same supplier.

We make a payment to the supplier of invoices 3,4,5 and 7. I want to use the 2 credit notes to reduce my payment to be made from the bank account.

If I go to match invoices from the banking tab I only see the invoices but not credit notes.

The only way I have found I can do the entry is to open the supplier, find the relevant invoices/credit notes and then record it that way, but it seems a long way around to achieve the end result.

Thank you for providing more information, @louise_clt.

For you to match the invoices along with the credit note from the banking tab, you’ll have to apply the credit to the invoice. That way, the amount will be equal to the payment posted on your bank.

 To do that, here’s how:

1. Click the New + icon in the upper-right hand corner. Then, select Receive Payment. or pay bill for a supplier invoice
2. Choose the name. Then, select the Invoice under the Outstanding Transactions section and the Credit Note under Credits.
3. Once completed, click Save and close.

You can also check this article for more information: Enter and apply a credit memo or delayed credit.

That’s it! You will be all set in applying the credit to the invoice. If you have additional questions, don’t hesitate to leave a comment below. I am always here to help. 

Hello Community Users, we just wanted to add some clarification on supplier payments on account. If you do not have or use credit note as an option, you can also create a payment on account a different way.

To do this you would create a cheque, in the name select the supplier/ in the category details under category select the creditors account, fill in the rest of the details and save. Then you will see on your supplier transaction list a transaction waiting to be applied.

Hi,

Why do you need to pick an account category to post the payment against when the invoice, on receipt when posted, will be required as this just caused unneccessary work.

Thanks 

Shaun

I got you, @sdodyer. Let me explain further why we enter an account category in QuickBooks Online.

Picking a category transaction allows companies to organize this data in an accounting system to help track their money to create financial statements or budgets.

It creates a clear understanding of the account balances and reduces the efforts of finding from each ledger account. It is also a way to track transactions easily on reporting data and in the Chart of Accounts.

I'm also providing this article to guide you more about the Chart of Accounts in QuickBooks Dekstop: Learn about the Chart of Accounts in QuickBooks Online.

Please feel free to remark with your response. I'm eager to deliver knowledge with the Banking feature in QuickBooks Desktop topic. Have a great day.

How do I match payments on account made to invoices to pay them off? 

 Hello Lucy93, so in the banking section, open the transaction click on find match and tick the appropriate invoice/payments. If its payments that are not assigned to an invoice, then click receive payment against the invoice and tick it, and at the bottom, you might see a deposit.