cancel
Showing results for 
Search instead for 
Did you mean: 
lholmes1
Level 1

Applying account credit to multiple invoices

We have an account credit on a customer acct and want to apply it to approx. 100 different invoices to wipe them clear.  Is selecting and applying one at a time the only way to do it?  Is there a place or a way to select multiple?

13 Comments
Rustler
Level 15

Applying account credit to multiple invoices

enter the one credit memo for the customer in the total amount

use receive payments, select the customer, check mark all invoices and apply the credit memo

MaryLurleenM
Moderator

Applying account credit to multiple invoices

You can select multiple invoices to apply the credits for that customer, lholmes1.

 

Here's how:

  1. On the Receive Payments window, select all invoices.
  2. Click Discounts And Credits.
  3. Select the available credits, then click Done.
  4. Click Save and close.

That's it! You're now able to apply the credits to multiple invoices. Let me know if you have other questions.

D_enquist
Level 1

Applying account credit to multiple invoices

Doing this I can still only apply credits to one invoice at a time. Is it possible to mass apply credits to invoices?

 

We are cleaning up old AR where payments were not applied to invoices and it would be very helpful if we could mass apply the credits rather than one invoice at a time. 

Catherine_B
QuickBooks Team

Applying account credit to multiple invoices

I can help you apply multiple credits to your invoices, D_enquist.

 

We can only apply multiple credits and invoices per customer. Let's ensure that the credit memos we created are for the correct customer so they'll show in the Apply Credits window.


After ensuring that they are for the specific customer, now we can link them to get our invoices paid and our customers will no longer have outstanding credits. I'll show you how: 

  1. Go to the Customers menu and click Receive Payments.
  2. Select the customer's name.
  3. A list of open invoices will show which we can select which ones we'll apply the credits to. 
  4. Check the invoice and click the Apply Credits option from the menu. 
  5. Click the Credits tab. 
  6. Check all applicable credits. 
  7. Click Save and Close.

We can go to the Customer Center to see our customer's balance. 

 

Feel free to get back to me if you need anything else. Thanks!

Valeried456
Level 1

Applying account credit to multiple invoices

I too have this same question.  And this way doesn't work either.  When I try to click an invoice box on the left a pop up box states "You cannot apply an amount greater than the total payment plus any existing credits.  Tip: to apply a discount or credit to an invoice, highlight the invoice  by clicking on its date and number field."

Valeried456
Level 1

Applying account credit to multiple invoices

I too have the same question and second solution posed didn't work either.  Every time I try to click a box to the left of the invoice a pop-up box states "You cannot apply an amount greater than the total payment plus any existing credits...Tip: to apply a discount or credit to an invoice, highlight the invoice by clicking on its date or number field"

 

Note:  The credit exists due to a General Journal entry that I made that included Accounts Receivable and the Customer Name.

ShiellaGraceA
QuickBooks Team

Applying account credit to multiple invoices

Hi @Valeried456,

 

I have more steps we can try. Let's change which invoices are selected to be paid. Let me guide you how.

 

  1. Manually select each invoices until the total add up to the figure in the Payment Amount field.
  2. Then, set your preference to automatically select your invoices. Here's how:
    1. Go to Edit, then Preferences.
    2. Choose Payments from the left pane, then Company Preferences.
    3. Mark the box next to Automatically apply payments.
    4. Snap OK.

Once done, go back to your customer profile to check the balance total. Please see this article for more information about: Warning: You cannot apply an amount greater than the total payments plus any existing credits.

 

In case you need some handy articles for your future tasks, feel free to visit our page: Resolve common issues when applying a payment towards an invoice.

 

The Community is always here to help if you have other questions or concerns. Thank you for jumping in today and have a wonderful weekend.

imedrano
Level 1

Applying account credit to multiple invoices

I am trying to pay some bills, but I have more than I credit to use of this vendor, however, I cannot apply all of them, how can I use them all?

RenjolynC
QuickBooks Team

Applying account credit to multiple invoices

Thanks for joining this thread, imedrano.

 

I have some steps that may help you apply the credits to the vendor's bill.

 

Here's how:

 

  1. Go to Vendors > Vendor Center.
  2. Select the vendor's name, and click the Manage Transactions drop-down menu.
  3. Choose Bill Payments.
  4. In the Pay Bills window, put a check mark on the bill you want to set the credits to.
  5. Click the Set Credits button under Number of Credits section.
  6. Check the boxes of the credits in the Discount and Credits window and then select Done.
  7. Hit the Pay Selected Bills button and then Done.

Please see this sample screenshot for a visual guide:

 

 

The following article can be use for future reference: Pay bills in QuickBooks Desktop.

 

If there's anything else you need, please let me know and I'll get back to you the soonest. Take care!

Sergio65
Level 1

Applying account credit to multiple invoices

Hello, 

 

I am having the same issue for a Discount to apply to a customer payment after an actual payment was received. I'm trying to clear the outstanding balance. When i follow that procedure, another Windows pops up asking to enter an amount. When i enter the amount, it comes up as "The discount amount cannot be more than the amount to pay". At the top of that window it shows one of the invoices and the amount of it's own amount to be credited. 

 

Thank you

Sergio

Ryan_M
QuickBooks Team

Applying account credit to multiple invoices

Hi @Sergio65,

 

Let's go through a few steps to get your discount properly applied to a customer's invoice. 

 

The first option I can suggest is to edit the figure in the Payment amount field.

 

Let me show you how:

  1. Enter a different payment amount.
  2. Change your preference so the payment will be automatically calculated.
    • Go to the Edit menu. 
    • Click Preferences.
    • Select Payments, then click Company Preferences.
    • Put a checkmark on the box Automatically calculate payments.
    • Click OK.

Other options you can take for the error message mentioned are listed in this article: You cannot apply an amount greater than the total payments plus any existing credits. There's a total of 3 solutions listed here. You can either use one of them for a fix, or a combination of the 3. 

 

Feel free to post here in the Community if you have other questions. I'll be sure to get back to you. 

Sergio65
Level 1

Applying account credit to multiple invoices

Hi, 

 

All of these options are not working. Let me clarify. I have a total of 30 invoices that were all paid with one check. Out of the 30 invoices, there were 18 invoices that needed a 10% discount to to the Covid-19 Impact on my customer. so those 18 invoices that have the small balance are still showing up in Quickbooks. 

 

Thank You

Sergio

Charies_M
Moderator

Applying account credit to multiple invoices

I appreciate the additional clarifications, Sergio65.

 

The steps shared above were the basic solutions to fix the issue when applying discount to your customer payments. Since you've tried the possible solutions above with no avail, it would be best to reach out to our QuickBooks Care Support. They have the tools to conduct a thorough investigation for a complete resolution.

 

Here are the steps to contact support:

 

  1. Click Help at the top menu and select QuickBooks Desktop Help.
  2. In the Have a Question? window, enter a topic.
  3. Click Contact us.
  4. Hit the Stat Messaging button.
    undefined

Please take note our operating hours for chat support depends on the version of QuickBooks that you're using. Please see this article for more details: Support hours and types.

 

Keep me posted for additional questions or other concerns. I'd be more than happy to help. Wishing you the best of luck.

Need to get in touch?

Contact us
Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up