How do I refund a customer for whom I created an invoice

ScubaPro · ‎April 05, 2021

I created an invoice for a customer and annotated that I received his deposit. Unfortunately, he had to cancel and I now I need to record the refund I am giving him. I do not use QB to process credit card payments but I do note in the invoice that it was paid by credit card. I've already issued the refund through my credit card servicer, I just need QB to reflect the refund.

A credit number is created when I open the "Create Credit Memos/Refunds" window. That credit number seems to be generated automatically and looks like one of my invoice numbers.

- Is a credit number an invoice number?

- If so, why do I get a warning when change the number to the customer invoice number?

- Is there a simple way to just select the invoice and mark it as refunded or do I have to create a credit number specific to that refund?

I'm new to QB so thanks for the help!

katherinejoyceO · ‎April 05, 2021

Hi there, @ScubaPro.

Thanks for sharing detailed information about your concern. I'm here to guide you in recording a customer refund on QuickBooks Desktop.

Let's create a credit memo to record the items/services being returned.

Here's how:

Go to the Customer menu, then select Create Credit Memos/Refunds.
From the Customer:Job drop-down, select the appropriate Customer.
Record the returned items in the line item area, then select Save & Close.

On the Available Credit window, select Give a refund. Then, follow the steps under Option 2: Give a refund outlined in this help article: Give your customer a credit or refund in QuickBooks Desktop.

For future reference, read through this article to learn more about voiding or refunding customer payments in QuickBooks Desktop.

Let me know if you have other questions about managing your invoice in QuickBooks Desktop. I'm always here to lend a hand.

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Angelyn_T · ‎April 05, 2021

Hi, @ScubaPro.

I can share with you some information about credit and invoice numbers.

Yes, the invoice and credit numbers are related to each other. If the last invoice transaction's number is 11, when you create a credit memo, the system will automatically input 12 on the Credit No. field.

If you wish to, you can manually enter the credit memo or refund number. By the time you record your future or next invoices, modify the number to the next sequence.

I've added these screenshots for your visual references.

For more tips about credit memos and refunds, you can open this article: Give your customer a credit or refund in QuickBooks Desktop for Windows.

On the other hand, here's how you can learn more about the different ways you can track customer transactions in QuickBooks Desktop.

If you have any other questions about refunds and invoices, please let me know by adding a comment below. I'm always here to help. Have a good one!