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Customer refunds

Hi. I use QuickBooks desktop. I have a customer with several jobs. I entered an invoice for one of the jobs (JOB A), got paid, received payment and then recorded a deposit several months ago. Everything is fine up to this point.

Now, The customer is charging me an amount for that job and is deducting that amount from his payment for another job (JOB B).

I created a credit memo for JOB A, selected "leave credit to be used later". Then, in order to transfer the credit to JOB B, went through the process of writing a check from a "clearing account" to get rid of the negative balance on JOB A, and finally, received that credit against JOB B. So at this point, the customer owes me for the big invoice of JOB B minus the little credit that I just applied to JOB B from JOB A.

Then I received the final payment and recorded a deposit.

Everything should be fine this way but the problem is that when I run an "OPEN INVOICES" report, I see a negative number for JOB A. If I'm not mistaken, this happens when payments have not been applied to invoices in a correct fashion. 

What am I missing or doing wrong here? Any idea/help would be highly appreciated.

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Best answer 10-25-2018

Accepted Solutions
Anonymous
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Re: Customer refunds

Hi there, ABakhshian,

 

I'm here to help you find a solution to your concern.

 

First, let's pull up a Customer Balance Detail report to trace which payments are not linked to your invoices. Here's how it is done:

  1. Go to the Reports tab.
  2. Choose Customers & Receivables.
  3. Select Customer Balance Detail.
  4. Click the Customize Report button.
  5. In the Columns section of the Display tab, add the Debit and Credit columns.
  6. Go to the Filter tab and choose the customer or job you'd like to view.

Once identified, simply open the invoice then manually apply the credits. You can also write off the customer balance by following the steps provided in this article: Write Off Customer Balance.

 

You can also check out this related article to know more about transferring customer credits in QuickBooks Desktop: Transfer Customer Credit From One Job to Another

 

That's it, ABakhshian. Please feel free to fill me in whenever you need further assistance.

View solution in original post

2 Comments
Anonymous
Not applicable

Re: Customer refunds

Hi there, ABakhshian,

 

I'm here to help you find a solution to your concern.

 

First, let's pull up a Customer Balance Detail report to trace which payments are not linked to your invoices. Here's how it is done:

  1. Go to the Reports tab.
  2. Choose Customers & Receivables.
  3. Select Customer Balance Detail.
  4. Click the Customize Report button.
  5. In the Columns section of the Display tab, add the Debit and Credit columns.
  6. Go to the Filter tab and choose the customer or job you'd like to view.

Once identified, simply open the invoice then manually apply the credits. You can also write off the customer balance by following the steps provided in this article: Write Off Customer Balance.

 

You can also check out this related article to know more about transferring customer credits in QuickBooks Desktop: Transfer Customer Credit From One Job to Another

 

That's it, ABakhshian. Please feel free to fill me in whenever you need further assistance.

View solution in original post

Not applicable

Re: Customer refunds

Hi. Thank you for your kind support. The thing I was missing was that the check from the clearing account was not being applied to the credit memo against JOB A. After going in the credit memo and applying that check against it, the problem went away.

 

Thank you sooooooooooooooo much.

 

An easier approach would be to immediately choose "use credit to give refund" on top of the credit memo form, and issue a "refund" check using the clearing account instead of your regular bank account. After that, you can receive it as a payment against your JOB B from the clearing account.

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