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pdb58
Level 1

Apply credit memo to an invoice

Hello QB Community!

I have created 9 credit memo's in the amount of $80 each for members (customers) of our Rotary Club that have missed their prepaid meals the last 4 months.  I checked the box to leave the memo as an available credit to use on next fiscal year dues July 1.  The only account choices that are available to apply them to is membership receivable (which it isn't) and accounts receivable other.  Ok, the credits will show up as a credit balance in accounts receivable other which is the same thing as accounts payable basically.  I can make that work.  So I now created new invoices for dues and I want to apply these credits to the customer invoices.  However from the invoice screen the system tells me that there are no credits available, or if I go into the credit memo the system tells me there are no outstanding invices for this customer?  What?  I just made one!  Why can't the credit memo and the invoice find each other?  I want the customers to see the credit on their invoice.  Please help if you can.

6 Comments
ReymondO
QuickBooks Team

Apply credit memo to an invoice

I'll help you apply the credit memos to your invoices in QuickBooks Desktop (QBDT), @pdb58.

 

It could be that there's a data issue within your company file. This is the reason the credit memos didn't show in the invoice window. To fix this, we can run the Verify and Rebuild Data tools in QuickBooks. 

 

Verify Data self-identifies the most commonly known data issues within a company file while Rebuild Data self-resolves most data integrity issues that the Verify Data finds.

 

Let's start by running the Verify Data tool to identify the cause of the issue. Here's how:

 

  1. Choose Window and select Close All.
  2. Click File and then select Utilities.
  3. Click Verify Data.

 

If you see a specific error message, you can check out our articles that can help you fix it. Just search our QBDT support site for specific instructions. 

 

However, if you see "Your data has lost integrity," this indicates that there is data damage in the file. We can proceed to the steps below to Rebuild Data to correct the problem.

 

  1. Click File and select Utilities.
  2. Click Rebuild Data.

 

Once done, you will receive a warning message to backup your company file, then press OK. This process requires a company file backup. This will ensure that you have a secured copy of your company file in case you made any changes. Then, proceed to these steps:

 

  1. Select where you want to save your backup, then click OK at the bottom of the QBDT Backup window. When a prompt asks you if you want to replace another backup file, select NO. Enter a new name in the File name field and click Save.
  2. The Rebuild Data utility starts as soon as the backup is finished.
  3. Select OK when you get the message Rebuild has completed.

 

In addition, you can run the Customer Balance Summary report in QBDT. This report lets you know what payments and invoices make up each customer's current outstanding balance. Just go to the Reports menu and select Customers & Receivables. Then, choose Customer Balance Summary.

 

I'm always here to help if you have any other concerns or questions. Just tag my name in the comment section and I'll get back to you as soon as I can.

pdb58
Level 1

Apply credit memo to an invoice

Hi Raymond,  I ran verify data and no issues were found.  I also looked at the balance summary report and all of the customers that were given a credit show a credit balance of $80 which is correct.  However when I create an new invoice for them, it can't find the credit, or when I look at the credit it can't find the invoice.  What's up with that?

Maybelle_S
QuickBooks Team

Apply credit memo to an invoice

Thanks for getting back to us, @pdb58.

 

We can open the transaction history of your invoice to view the credit memo applied to it.

 

Here's how:

  1. Go to the Customers menu, then Customer Center.
  2. Click the customer name, then select the invoice in the Transactions tab.
    1.PNG
  3. Select the Reports tab at the top of your invoice.
    2.PNG
  4. Click Transactions History.
    3.PNG
  5. You'll see the credit details under Payments, deposits of payment line items, credits, and discounts section.

 

I've added our page about income and expenses for help articles of your future tasks.

 

Let me know how it goes by leaving a comment below. I'll be right here to help you out.

pdb58
Level 1

Apply credit memo to an invoice

Hello,  If you read the thread below, I explained that the credit doesn't show up when I click "apply credits" on the invoice.  And when I go into the credit to ask it to apply it to an invoice it says there are no invoices for that customer.  So the invoice and the credit cannot find each other for some reason.  They invoice and credit were put in different accounts receivable accounts however but that shouldn't make a difference should it?

ReymondO
QuickBooks Team

Apply credit memo to an invoice

Thanks for getting back to this thread and performing the basic troubleshooting steps that I've provided above, @pdb58.

 

Since your still unable to apply the credit memo to your open invoices, I recommend reaching out to our customer support. This way, they can check your company file and trace the cause of the issue. You can reach out to them by following these steps:
 

  1. Go to the Help icon and select QuickBooks Desktop Help.
  2. Select Contact Us.
  3. Give a brief description of your issue, then select Continue.
  4. We’ll provide you a few support options. Select which one is best for you.

 

You can also check out our support hours to ensure that we address your concerns on time.

 

Let me know how it goes in the comment section. If you need additional assistance in doing your task with QuickBooks, don't hesitate to visit us back. We'll be happy to help.

pdb58
Level 1

Apply credit memo to an invoice

After speaking with a QB representative, it was discovered that both the invoice and the credit memo must both be in the same accounts receivable account for them to recognize each other.  I had them in different A/R accounts.  Not sure why it has to be this way because I wanted them in different A/R accounts, but that't the way it is.  I made it work.

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