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sgmken
Level 3

Chargeback from CC. How do I post?

Hi, 

We have a company that did a cc dispute.  The cc company has done a chargeback. Is now on my bank statement as an expense. When I go into banking, it is sitting there to review as an expense. But I am not sure how to mark/edit this? Do I attach it to the sales receipt of the customer when they originally purchased? 

16 Comments 16
ReymondO
QuickBooks Team

Chargeback from CC. How do I post?

There's no need to match since it does not correspond to any transaction in your account @sgmken

 

The chargeback that was tagged as an expense can be added to QuickBooks Online. 

 

Let's simply follow these steps to add:

 

  1. Go to the Banking menu, and select For Review.
  2. Look for the transaction, then click Add under the ACTION column.

bank1.1.1.png

 

I suggest reading this article to learn and do more of your banking transactions: How to Add and Match Downloaded Banking Transactions?

 

Let me know if you have any more questions, or concerns​ about banking transactions. I'll be here to help you further.

 

sgmken
Level 3

Chargeback from CC. How do I post?

There is no "ADD" option. Only a "transfer" option. Is that what I select? Note: This transaction was automatically download from my bank account to QBOL. See attached picture.Screen Shot 2019-11-26 .png

MaryLandT
Moderator

Chargeback from CC. How do I post?

Hey there, sgmken,

 

Thank you for the screenshot.

 

I'd be glad to help you add the CC chargeback to your register in QuickBooks Online.

 

Money movement between bank (asset) or credit card (liability) accounts can be represented by Transfer, Expense, or Deposit transactions. Credit card payments and inter-bank transfers are generally recorded with a Transfer transaction.

 

To record the chargeback, click it to expand and choose the Add option. Then, click the Add.  Please see attached screenshots below for your guidance.

transfer1.PNG transfer2.PNG

 

You can also categorize the item before adding it to your account. Feel free to read through this article for instructions and detailed steps: Assign, categorize, edit, and add your downloaded banking transactions.

 

After that, go to the Reviewed tab to see transactions you've recently added. You can click the Undo button to start over.
reviewedtab.PNG

 

Keep me posted if there's anything else you need and I'll get back to you.

doubleg2
Level 1

Chargeback from CC. How do I post?

We have a charge-back posted on the bank account 

Original bank deposit and payment was credited to the customer invoice two months ago.

Customer had a card fraud issue and provided a new credit card with additional 3% to cover the cost 

We called the bank and decided not to challenge the charge-back since we receive the payment plus 3%

We created a new expenses line item named CHARGEBACK and applied the chargeback charge to that line

But when we delete the original customer payment it shows up in the banking transaction for review, cannot apply it to the CHARGEBACK expense line or to the customer invoice

On the original customer  invoice we added the 3% to match the new payment.

Can you help?

IntuitLily
Moderator

Chargeback from CC. How do I post?

Thanks for joining in the thread, @doubleg2.

 

I'm here to provide some information on how we can handle this chargeback. 

 

You can make a bank deposit in QuickBooks and select the customer's payment. Once done, you can add the chargeback to the Add funds to this deposit section. Be sure to enter it as negative. I've added a screenshot for your reference.

 

 

Once done, you can now match this record on your Banking page.

 

Just in case you'll want to apply credit memos or delayed credits in the future, you may check out this article: Enter and apply credit memos and delayed credits in QuickBooks Online.

 

You can count on me if you have additional questions or concerns. Thank you for visiting the Community and have a great day!

doubleg2
Level 1

Chargeback from CC. How do I post?

Does this apply to the Online version ?

I cannot add a negative payment to the customer account

ReymondO
QuickBooks Team

Chargeback from CC. How do I post?

Yes, the steps provided above are specifically for QuickBooks Online users, @doubleg2.

 

In addition to the steps provided by IntuitLily above, there are also two ways you can record a chargeback in QuickBooks. You can process the transaction as a refund or record it as a business expense. Either way, a chargeback transaction will shows up on your bank statement as a seperate item.

 

Here's how you can record it as a business expense:
 

  1. Click the +New icon and select Check.
  2. Click the Bank Account drop-down list and choose the customer name that was used for the original credit card payment transaction.
  3. Delete the check number (you can enter a note to indicate that this check is a chargeback.
  4. Enter the total amount of the chargeback item.
  5. Clear the Print later checkbox.
  6. For the Account, choose the account that you charge for the transaction.
  7. Click Save and close.

 

To record it as a refund, just follow these steps:
 

  1. Select the +New icon and click Refund receipt.
  2. Select the customer you want to refund.
  3. In the table, enter information about the original sale for which you want to issue the refund.
  4. Enter the amount you want to refund.
  5. From the Payment method drop-down list, select the credit card used for the original payment.
  6. Click Save.
  7. In the Credit Card Transaction Status window, click Print if desired.
  8. Click Close.

 

In addition, you can also run the Customer Balance Summary report to let you know what payments and invoices make up each customer's current outstanding balance. Just go to the Reports menu and search for Customer Balance Summary report.

 

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.

Zegerman
Level 1

Chargeback from CC. How do I post?

How does one handle a credit card dispute where the cc processor adds a fee? 

 

I realize I can just record the entire charge back transaction as an Expense and split the charge to a revenue account and a bank fee. In order for the sales refund to be properly split between my revenue account and tax liability account, I need to also parse out the Sales Tax portion. However, I have QBO calculate Sales Tax and therefore QBO does not let me create a transaction where I use the Sales Tax Due account. See screenshot.

 

Instead of recording an Expense I'd like to use the Refund Receipt instead so that QBO calculates the tax portion of the refund. But on a Refund Receipt I can't seem to add a bank fee (or other type of expense). Therefore I can't make this transaction match the actual bank draft. 

 

Any guidance is much appreciated.

 

--AZ

 

MaryLurleenM
Moderator

Chargeback from CC. How do I post?

Hello there, Zegerman,

 

If you're creating a refund receipt, you can only add the Products and Services items. To add the bank fee, let's create a Service item. You can name it as a bank fee.

 

Here's how:

  1. Click Sales on the left pane.
  2. Select Product and Services
  3. Click New.

Once you go back to the Refund Receipt section, you can select this item and enter the amount of the bank fee.

 

Let me know if you have questions about the process.

Zegerman
Level 1

Chargeback from CC. How do I post?

Thank you. That worked.

 

I wonder if there is a more elegant solution possible that doesn't require setting up a Service Item for one-time use. Would it be possible to do the refund receipt just for the original Product/Service item and then resolve the discrepancy by adding the bank fee when manually matching the bank transaction?

Mark_R
QuickBooks Team

Chargeback from CC. How do I post?

Glad to have you back, @Zegerman.

 

I'm happy to know that solution provided by my colleague above worked. At this time, the only way we can consider right now is to create a service item for the Bank Fee when processing a chargeback. 

 

I know you're looking for a seamless way to record it. However, the resolution above would be the best way to record the chargeback.

 

You might want to check out this article to learn more about chargeback: Chargeback FAQ.

 

Keep in touch if you need any more assistance with this, or there's something else I can do for you. I've got your back. Have a good day and keep safe.

ashleyflag123
Level 1

Chargeback from CC. How do I post?

I have two invoices for which the credit card holder disputed and was refunded money from our account. We were not asked about it nor were we able to dispute it. That aside, I must remove the paid status and resend the invoices. However, when I try to clear the payment it only gives me an option to refund (the invoices have already been refunded). How do I remove the payment so that I can resend the invoices to the correct person?

RenjolynC
QuickBooks Team

Chargeback from CC. How do I post?

I'd like to help you un-link the payment, ashleyflag123.

 

You can follow these steps to remove the payment connected to the invoices:

  1. Go to Sales > Customers.
  2. Select the customer's name and open the invoice.
  3. Click the 1 payment made link below the PAID status.
  4. Select the date.
  5. In the Receive Payment screen, you can un-check the invoice and click Save and close, then save the payment as a credit. This way, you can apply the payment to a different invoice. The other option is to click More Delete. Then, click Yes to confirm the deletion.

Once done,  open the invoice again and click Save and Send.

 

Please let me know how it goes, or if you have any additional questions. Take care and stay safe.

fragaj40
Level 1

Chargeback from CC. How do I post?

I have a charge back in the expense section that came from the bank on the bank feed. It is for 6K for a sale to a customer. What is the process to handle this chargeback in quickbooks desktop ?. 

 

Should i put the name of the customer in the payee section and then the account should be sales account where the income was previously recorded.....right......?. 

 

Rasa-LilaM
QuickBooks Team

Chargeback from CC. How do I post?

Thanks for following this thread, fragaj40.


In QuickBooks Desktop, you can write a check to record the expense. Let me help and guide you through the process.

 

  1. In your company file, tap the Banking menu at the top to choose Write Checks.
  2. Fill in the correct details of the chargeback on the check screen.
  3. Tap the Expenses tab and go to the first line to select the account you want to use for the chargeback.
  4. Hit Save & Close to keep the changes.

If you’re unable to set up an account for the charge, perform the steps in the following article: Create, edit, or delete account in QuickBooks Desktop.


You can consider checking with an accountant for a recommendation on which specific account to use to track the transaction. In regard to your other concern, yes, choose the sales account where the income is coming from. Also, write the customer’s name in the Payee field on the bank feeds page.


Let me also share this guide that outlines the instructions on how to handle a customer refund: Give your customer a credit or refund in QuickBooks Desktop for Windows.

 
Reach out to me if you have any other concerns or clarifications. I’ll pop right back in to assist further. Enjoy the rest of the day.

fragaj40
Level 1

Chargeback from CC. How do I post?

THank you so much. I will do that. Regards, Jorge

 

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