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Nibarger
Level 1

applying a check to a negative amount on several invoices

I am using Quickbook Desktop Pro Plus 2019. We had a couple of invoices that were incorrect that the client had already paid for. After the errors were discovered, I went in and corrected the invoices and issued the balance to the client in the form of a check through the banking menu. The invoices now show negative balances as the client has overpaid for each of the invoices. While I was able to apply the check amount to the main account for the client, I would, instead, prefer to apply the amount to the individual invoices so that our books show where they have been applied to. Right now, it is still showing the negative balances for each invoice. I searched on the community forums first about overpayments and how to fix it in the books but when I went into the Receive Payments section I couldn't figure out how to apply the check we issued to the individual invoices as they had already had payments applied to them. Help!

3 Comments
CharleneMae_F
QuickBooks Team

applying a check to a negative amount on several invoices

You're on the right track, @Nibarger.

 

I'm here to further guide you in applying the check to the negative amount on several invoices.

 

  1. Go to the Banking menu and then select Write Checks.
    Capture101.PNG
  2. Look for the checks that you'd like to apply to the invoices.
  3. Then, on the Account column, select Accounts Receivable.Capture104.PNG
  4. Click Save and Close.

 

Once done, you can now link the check to the invoices. I'll guide you how:

 

  1. Go to the Customers menu and then select Receive Payments.Capture102.PNG
  2. On the Receive From section, select the name of your customer.
  3. Place a checkmark beside the invoices and the check to link the transactions.Capture103.PNG
  4. Click Save and Close.

Once done, you may want to consider depositing the amount in QuickBooks to keep your books accurate.

 

That should do it! Keep me posted if you have additional questions about the process. I'll be around to help you. Take care!

Nibarger
Level 1

applying a check to a negative amount on several invoices

So I've tried this process before I posted here. When I initially created the refund check, I linked it to the main client account in the Expenses tab under Customer Job. However, this only linked it to the main account. The individual invoices that are listed under it in the customer center still show the negative balances. I tried going into Receive Payments as you have shown here and link the check to the account and it ends up adding the check amount as a negative balance to the main account.

 

Since the individual invoices already had payments applied to it (the overpayments that the client originally sent and were applied), they do not show up on the list in the Receive Payments window for that client. Therefore, I am unable to link the check amount to the individual invoices. I tried transferring the unapplied credit to the main account in the Receive Payments window and then applying the check amount to it. I thought this had fixed it since it cleared out all the balances. However, Quickbooks gave me a data error when I was backing up and the errors were all linked to the credit transfer.

Anna S
QuickBooks Team

applying a check to a negative amount on several invoices

Hi there, @Nibarger.

 

Allow me to provide some more information about refunding your customer.

 

You can create a credit memo for your customer's refund. The steps below will guide you on how:

 

  1. Go to the Customers menu and pick Create Credit Memos/Refunds
  2. In the Customer: Job drop-down, select your customer.
  3. Enter the items you're giving credit for, then press Save & Close.

 

Next, you'll want to choose how to handle the credit by retaining the refund as available credit, giving a refund, or applying it to an invoice. Based on your first post, you mentioned applying the credit to an invoice. Here's how:

 

  1. When you're creating the credit memo, make sure you click Customer: Job. This will open the Apply Credit to Invoice window.
  2. Select the credit you want to apply automatically and push Done.

 

Now, you have your customer's credit applied to their invoice correctly and your back up can be completed successfully. You can check out this article for more information: Give your customer credit or refund in QuickBooks Desktop.

 

Feel free to hit the reply button if you have any other questions. 

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