how to record negative credit card batch transaction to quickbooks desktop

Hi, Alice.

QuickBooks Desktop (QBDT) won't allow a negative total amount when recording transactions manually. However, you can use the Batch Enter Transactions option to enter negative amounts for credit card charges or credits. I'd be glad to guide you through the process.

Here's how:

1. Go to the Accountant menu and select Batch Enter Transactions.
2. Choose Checks as the Transaction Type and then pick a Bank Account.
3. Input the Date, Number, and Payee.
4. Select the credit card as the affected Account.
5. Enter the amount as positive.

Doing this process will decrease both bank and credit card balances.

For more information, you can refer to the following articles:

• Set up, use, and pay credit card accounts
• Enter transactions by batch in QuickBooks Desktop

To make sure your accounts in QB match your real-life bank and credit card statements, you can visit these articles for guidance:

• Reconcile an account in QuickBooks Desktop
• Fix issues when you're reconciling in QuickBooks Desktop

If you have any other concerns apart from entering a negative credit card transaction, please feel free to reach out to the Community. We're always here to help you out.

Thank y

Thank you for your quick Response. I have QuickBooks Retail Premiere 2021.  I do not have an accountant menu nor is it listed in my help menu.  Perhaps I need to be more specific.  Credit card transactions imported from my POS software are available as Undeposited Funds in QB.  If a Refund Due to a Customer, etc. exceeds the credit card charges (Undeposited Funds) for the day, this negative amount is deducted from my bank account by my Credit Card Processor.  QB does not let me make a negative deposit.  I do not see any means to attach two QB transactions to one transaction downloaded from my bank.  I appreciate any answers you may provide.

ou for your quick Response. I have QuickBooks Retail Premiere 2021.  I do not have an accountant menu nor is it listed in my help menu.  Perhaps I need to be more specific.  Credit card transactions imported from my POS software are available as Undeposited Funds in QB.  If a Refund Due to a Customer, etc. exceeds the credit card charges (Undeposited Funds) for the day, this negative amount is deducted from my bank account by my Credit Card Processor.  QB does not let me make a negative deposit.  I do not see any means to attach two QB transactions to one transaction downloaded from my bank.  I appreciate any answers you may provide.

Thanks for the prompt response, Alice. And for providing additional details about your concern.

Allow me to share how you can record the credit card charges.

1. At the top menu bar, go to Banking.
2. Select Make Deposits.
3. Choose your Deposit To account, then edit the Date.
4. Click Payments. A new window will pop up with the transactions in the Undeposited Funds. Check the transactions that were used to pay the refund for that day. Hit OK.
5. Create another line for the charge that was made to your bank account by the Credit Card Processor. Fill in the necessary details.
6. Click Save &Close.

Please also consider contacting your accountant for more details on recording these transactions.

In addition, I recommend reading this article about matching your bank and credit card statements: Reconcile an account in QuickBooks Desktop.

Return to this thread if you have further concerns about your bank transactions. We're available 24/7 to assist. Have a great day!

Thank you for your feedback but this process only works for positive deposits, not negative deposits where the refund is larger than the undeposited funds.

Thank you very much.  That was the answer I needed.

You're most welcome, alicepaul18856.

It's great to hear that the information shared by my colleague @JanbonN above, have addressed your query. We'd love to hear more from you if there's anything else we can further assist you with when handling refunds in your account.

Just keep us posted and we'll be right here, willing to back you up. Keep safe and have good one!

Hi...I was reading this thread because I am having the exact same issue.

However, the previous poster indicated that this solved her issue.  But it is not working for me.  When I make a general journal entry, QB does not allow it to not be "balanced" and will not create a negative transaction for reconcile.  Can you please help?

Hey there, @sunshineauto.

Thanks for taking the time to read through the thread and sharing your concerns. 

Since the journal entry isn't resolving your balance issues, I recommend consulting with your accounting professional. Your accountant can review your books and advise the best way to resolve this matter based on your business needs. If you don't have an accountant, don't sweat it. You can find one here in our Resource Center. 

Please don't hesitate to let me know if there is anything else I can assist you with. Take care! 

@alicepaul18856 

There's no need for a Journal or other workaround.

QuickBooks will let you create a backwards/negative deposit if all of the the line items use credit card type Payment Methods. 

It does this to solve for exactly your case, where the CC batch is negative due to a refund.