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Level 1

How to account for erroneous charge

A retail purchase was made and the buyer used the business credit card to pay for it in error (should have used a personal card.) Immediately discovering the error, the buyer then transferred funds to cover the purchase directly into the business checking account. 


As this was never a business expense, the purchase should not appear on the expense report. How do I adjust this now as the expense is on the CC account, but the money for it is in the checking account.

3 Comments 3
QuickBooks Team

How to account for erroneous charge

I can help you sort this out, @TryingToGrow.


When you pay expenses using business accounts or funds, we need to record first the personal expense using the company's account. Then, reimburse the company afterward.


Here's how:

  1. Go to the +New button.
  2. Under Vendor, choose either Expense or Check.
  3. Select a Payee from the drop-down arrow.
  4. Click the Payment account drop-down arrow, and then choose the account you used to make the purchase.
  5. In the Category details section, select the tax category that fits your need.
  6. Enter the amount of the purchase.
  7. Select Save and close.

Once done, reimburse the company for the amount of the purchase. I'll guide you how:


  1. Go to the +New button.
  2. Under Other, select Bank deposit.
  3. Click the Account to add the reimbursement to, and select the Date.
  4. Go to the Add funds to this deposit section, and then in the Received From field, enter the person who made the personal expense.
  5. Select the Account.
  6. Click the Payment Method and enter the reimbursement amount.
  7. Select Save and close.

I've also shared these articles for future reference:

Don't hesitate to drop a comment below if you have other questions. I'm more than happy to help. Take care!

Level 1

How to account for erroneous charge

Thank you for your step-by-step reply.


While I followed these to the letter, the expense still shows on the quarterly expense report. The company has rightfully had its funds recouped to the business checking and its now provable by those two entries you mentioned.


However, if one views only the expense report, it appears that the company had this particular expense when in fact it did not.  My question is: how can the expense be eliminated from the quarterly report?  In effect, it does not apply to the company.


Thank you for your help.


How to account for erroneous charge

Thanks for coming back, @TryingToGrow


It's good to hear that the money is already in the business checking account after following the steps above.


I'd suggest deleting the expense since it doesn't apply to your company. This way, it won't show up on the quarterly report. Please take note that this process is permanent. When you're ready, here's how: 

  1. Open the quarterly expense report again.
  2. Locate and select the expense.
  3. Add a note to the Memo field like "This expense doesn't apply to the company."
  4. Select More in the footer.
  5. Click Delete.
  6. Choose Yes to confirm the deletion. 


The screenshot below shows you the last four steps. For more information, check out this article: Void Or Delete Transactions In QuickBooks Online (QBO)



As always, you can use the Audit Log to view the info for any deleted transactions in QBO. 


Also, I recommend customizing the quarterly expense report to focus on the details that matter the most to your business. Then, click Save customization to memorize it for future use. 


Please let me know if you have other concerns. I'll gladly help. Keep safe. 

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