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Level 3

Customer Reunds

We have a customer that paid a deposit on future work and then changed their mind and have requested

a refund. I created a credit memo and then out of that window created a refund check.

But their account is still showing that credit is still available. Not sure how to zero out the credit in their

account after the money is refunded.

3 Comments 3
QuickBooks Team

Customer Reunds

Hi there, @Shalo.


Allow me to step in and share some insights on how to zero out your customer's credit account.


After you've recorded the credit memo and check, you'll need to link them so QuickBooks can track the transaction properly. To connect the two, use the Receive Payments window.


Here's how:


  1. Choose Customers then select Receive Payments.
  2. Select the customer to whom you just wrote the refund check. You'll see the amount of the credit included in the Existing Credits field and the refund check in the bottom section of the window.
  3. Click the Apply Existing Credits checkbox.
  4. On the Refund Check line, enter the check amount in the Payment column, if not already entered by QuickBooks, and then click OK


You can look over this article for more info about how to pay back or handle your customer's credits in QuickBooks: How to create a credit memo or refund check in QBDT for Windows.


Also, you'll have to make sure you categorize each of your transactions accordingly. This way, you can keep your financial data accurate, To learn more about this, you can refer to this article: Add bank feed transactions in QuickBooks Desktop.


Please don't hesitate to comment below if there's anything else I can assist you with. I'm just around to help. Take care and keep safe.


Level 3

Customer Reunds

Thank you for the response. I created the credit memo and refund check and when I go into the receive

payments I see the existing credits in the receive payments window but do not

see the refund check as you mentioned in your comment.

QuickBooks Team

Customer Reunds

Thanks for getting back to us, @Shalo.


Let me shed some light on how to issue a refund check. Looking at your process, you've created the refund check from the Credit Memo page. That said, you'll want to check the credit memo's status. You'll know if your refund did go through if the transaction status says Refunded.


Here's how to check:


  1. Go to Customers and then choose Customer Center.
  2. Scroll towards the customer's profile, and then locate the credit memo from the Transactions tab.
  3. Open the credit memo to see the status. See the image below.






If the credit memo has no Refunded status, click the Use credit to give refund icon to issue a customer's refund.





With the above steps, you're able to zero out the customer's available credit. For more information about issuing a customer's refund, refer to this article: Give your customer a credit or refund in QuickBooks Desktop for Windows.


About the first refund check you've created, you can delete it to avoid duplicate transactions. Just look for it from the customer's transaction file.






Additionally, here's a link that'll help you manage customer-related tasks: Sales and customers.


Please don't hesitate to swing by if you have follow-up questions or concerns with customer refunds. I'm always here for you. Take care and be safe, @Shalo.



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