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Intuit

Correct charges on a statement

Learn how to correct charges or apply a discount on a statement in QuickBooks Desktop for Mac.

If you need to correct on the statement of your customer, it depends on whether you have sent the statement yet. Here's how.

If you haven't sent the statement:

  1. Go to Customers, then select Enter Statement Charges.
  2. Select the customer or job on the Customer: Job dropdown.
  3. Find the incorrect charge, then change it.
  4. Select Record.
  5. Select the Print icon to reprint the statement. Note that the date range of the reprinted statement should be the same as the original statement.

If you've already sent the statement:

  1. Go to Customer, then select Enter Statement Charges.
  2. Select the customer or job on the Customer:Job dropdown.
  3. Create an adjustment charge for an undercharge or a credit memo for an overcharge to appear on the customer's next statement.
    For an undercharge
    1. Enter the item you undercharged.
    2. Make the amount equal to the difference between the correct amount and the amount you charged the customer.
    3. Edit the item description in the Memo field so that it shows what you want your customer to see on the printed statement. For example, you could add the phrase "Balance due for" to the beginning of the item description.
    4. Check the date of the charge. Change the date to fall within your next billing period.
    For an overcharge
    1. In the Item column, enter the item you overcharged.
    2. Enter a negative amount equal to the difference between the correct amount and the amount you charged the customer.
    3. In the Memo field, enter the description you want your customer to see on the printed statement. For example, you could enter "Credit for overcharge."
    4. Check the date of the credit memo. Make sure that the date falls within the date range of the customer's next statement.
  4. Select Record.
  5. When it's time to bill your customer again, print the customer's statement. The statement should include the adjustment charge along with any other charges for the billing period.

Apply a discount to a statement charge

Before you can apply a discount to a statement charge, you must first create an Other Charge item.

Step 1: Add an other charge item

  1. Go to Lists, then select Items.
  2. Select the Plus (+) icon, then New Item.
  3. In the Type field of the New Item window, select Other Charge.
  4. Enter an item name.
    Note: You don't have to assign an amount or percent yet.
  5. Select an account for the item, then OK.

Step 2: Record the discount

  1. Go to Customer, then select Enter Statement Charges.
  2. Select the customer or job on the Customer:Job dropdown.
  3. On the first line, select the other charge item you created.
  4. For the Amt Chrg, enter a negative amount and a description.
  5. Select Record.

Step 3: Check the discount

  1. Go to Customers, then select Receive Payments.
  2. Select the name of the customer.

The discount should show as an existing credit which can be applied to an invoice or when receiving payment.

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