Issue partial refund on credit card (not using Quickbook Merchant Services)

mboluda · ‎April 24, 2025

Created a credit memo but only allows check refund or credit card using merchant services.

MitchMac · ‎April 28, 2025

Hello @mboluda ,

If you're using a different Merchant Service you can try the following steps:

1. go to Customers > Create Credit Memos/Refunds

2. select your Customer and enter in your Amount and the item(s) this credit will be using

3. after you record this, that will create the Credit Balance to back to your Customer.

4. in the left panel, select the Credit Memo you just created

5. at the top of the Credit Memo click the Refund button

6. this will bring up a Check window, you'll most likely want to use the Bank Account that the refund will be pulling from so your reconciling will come out correctly (the account should be Accounts Receivable so this will zero out your balance)

7. then go to Customers > Receive Payments and select your Customer here

8. on this window you'll see the Refund Check, all you need to do is put a checkmark in the field at the bottom to Apply Existing Credits (that will be the same figure and it's the Credit Memo side), this will link the credit to the refund check zero out everything once you click the Save button.

Hope this helps.

View solution in original post

Bryan_M · ‎April 24, 2025

Welcome to the Community space, @mboluda.

I'll share ways on how you can achieve your goal smoothly.

If you're referring to issuing a refund on your credit card by paying or purchasing things for your business. You can follow these steps:

Select Banking.
Choose Enter Credit Card Charge.
To enter a fresh one, click the New or + icon at the bottom of the list.
If you want to edit something, pick a charge on the left panel. If you don't see this list, go to the Left View.
Enter the information of the charge, and click Save.

If the partial refund is for your customer's credit card payment, you'll need to create a credit memo and check affecting the accounts receivable (AR). Then, link it through receive payment. Check out this article for detailed information: Create and apply credit memos in QuickBooks for Mac.

Once done, you can now move on with reconciling your account. For more guidance, you can check out this user guide: QuickBooks Desktop for Mac User's Guide.

If you have additional questions or concerns about credit card refunds, just leave me a comment below. Have a good one.

MitchMac · ‎April 28, 2025

Hello @mboluda ,

If you're using a different Merchant Service you can try the following steps:

1. go to Customers > Create Credit Memos/Refunds

2. select your Customer and enter in your Amount and the item(s) this credit will be using

3. after you record this, that will create the Credit Balance to back to your Customer.

4. in the left panel, select the Credit Memo you just created

5. at the top of the Credit Memo click the Refund button

6. this will bring up a Check window, you'll most likely want to use the Bank Account that the refund will be pulling from so your reconciling will come out correctly (the account should be Accounts Receivable so this will zero out your balance)

7. then go to Customers > Receive Payments and select your Customer here

8. on this window you'll see the Refund Check, all you need to do is put a checkmark in the field at the bottom to Apply Existing Credits (that will be the same figure and it's the Credit Memo side), this will link the credit to the refund check zero out everything once you click the Save button.

Hope this helps.

mboluda · ‎April 28, 2025

Great, solved my problem.

SamuelLamontUSA

A customer made a purchase through a 3rd party wholesale buying platform and paid for their order through that platform. However, we need to process a partial credit for extra charges directly to the customer's (not the third party) credit card.

I have created the credit memo but cannot process the refund to their card. Is there a way to do this since the original payment method was not direct to us?

MorganB

Thanks for reaching out for support here in the Community, SamuelLamontUSA.

I want to make sure you're able to process the partial credit for your customer in QuickBooks Online.

Just to verify, were you able to complete the steps mentioned above by MitchMac? These steps apply if you're using a different merchant platform, other than QuickBooks.

Please let me know and I'll be here if you have any other questions. Take care!

SamuelLamontUSA

I am using the enterprise version .

I am trying to refund the credit amount to the customer's credit card. When I click to process the card, I enter the card information and I get the error below. The card is valid. This is not the first time I have seen this error.

There seems to be a systems problem or this may be an invalid card. Check your Internet connection and card information and try again.

MorganB

I appreciate you following up with those additional details, SamuelLamontUSA.

The error you're seeing could be the result of the Cardholder Name field containing a special character (. , & * % # @), Internet Explorer isn't set up to work with QuickBooks Desktop, or there may have been a temporary system problem.

The following link provides additional info about the error: There seems to be a systems problem or this may be an invalid card.

Please don't hesitate to drop a comment below if you have any other questions.

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Issue partial refund on credit card (not using Quickbook Merchant Services)