billing issue with Vendor

tammy60 · ‎May 09, 2025

Good morning, I need assistance with a billing issue in QuickBooks.

A vendor initially charged our credit card $4,657.95 for what I believed covered two bills. Later, I discovered they had added $805.64 for a third bill, referenced by a sales order number. To ensure the total payment matched the credit card charge, I entered the bill using the sales order number, and everything balanced.

However, I then received another $805.64 charge on our credit card, along with an additional bill. After contacting the vendor, they issued a credit, so I recorded a vendor credit. Shortly after, our credit card also received a credit for the same amount.

Here’s my dilemma:

If I delete the vendor credit, the balance appears correct, but I cannot match the credit card refund.
If I delete the original bill, the initial credit card charge is no longer accurate.

How should I properly record this in QuickBooks to ensure everything matches correctly?

Rainflurry

@tammy60

Delete the vendor credit and create a Credit Card Credit (New > Credit Card Credit) for $805.64. Use the same Category on the Credit Card Credit that you used on the $805.64 charge, so they offset. Then, match the credit card refund to the Credit Card Credit.

View solution in original post

Rainflurry

@tammy60

Delete the vendor credit and create a Credit Card Credit (New > Credit Card Credit) for $805.64. Use the same Category on the Credit Card Credit that you used on the $805.64 charge, so they offset. Then, match the credit card refund to the Credit Card Credit.

tammy60

That worked beautifully - Thank you so so much!

MichaelaS

Good morning, Tammy60. You're right. You can delete the vendor credit, make a Journal Entry (JE) to record the refund, and follow the details provided by @Rainflurry above.

To create a credit card credit clearing account. Here's the step:

From the Left panel, click the Transaction menu.
Select Chart of Accounts.
Click the New button to create or select the Add New button on the JE page.

To access the JE, click the +New icon and select Journal Entry under the Other column.

When you're ready, you can check this article to match your bank and credit card statements: Reconcile an account in QuickBooks Online.

Whenever you need assistance with the task process or guidance on what to do next, feel free to collaborate with our QuickBooks Live Expert Assisted Team. These specialized professionals can help you with anything you need for your business.

If you have any questions or concerns about recording payments and refunds, please don't hesitate to let us know. We're here to assist.

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billing issue with Vendor