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Level 3

How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

This is a Quickbooks Mac Desktop 2019 question.

 

Client has 5 outstanding invoices totaling $455

 

Received a check from client in the amount of $555

 

If I accept the payment client will have a credit in the amount of $100

 

How do I refund the $100 credit to the client?

Solved
Best answer 10-23-2018

Accepted Solutions
Moderator

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

It's great to see you today, pkwith.


Thanks for your screenshots. I'll join in this thread to help you create a refund check for your customer in QuickBooks for Mac 2019.


On the payment screen, please click the OK button to save the customer’s overpayment.


When refunding money to a customer, you’ll first have to create a credit memo and then write a refund check.


You can follow the steps I’ve laid out below:


To create a credit memo:

  1. Select Customers, then choose Create Credit Memos/Refunds.
  2. Click the Create a Credit Memo option on the left panel or click the plus sign icon +  at the bottom of the list.
  3. Enter the needed information for the credit memo, and click Save.

To write a refund check:

  1. Open the credit memo you want to use for the refund.
  2. Click the Refund button at the top of the window.  
  3. Make sure all the information on the check is correct.
  4. Leave Accounts Receivable as the account in the detail area of the refund check. This ensures that QuickBooks will account for the credit and refund correctly.
  5. Click OK.

Once done, you’ll need to connect the refund check to the credit memo so that QuickBooks can track the transaction correctly.


Here’s how to connect the refund check to the credit memo:

  1. Select Customers, then choose Receive Payments.
  2. Choose 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 at the bottom section of the window.
  3. Select the Apply Existing Credits check box.
  4. On the Refund Chk line, enter the check amount in the Payment column, then click OK.
  5. Choose Customers, then select Create Credit Memos/Refunds to display the credit memo you just entered and click Tx History. You should see the refund check listed in the Transaction History - Credit memo window.

You can check out the QuickBooks for Mac 2019 User's Guide for the detailed steps. Just press Command and F,  then enter Refund to locate the Creating a credit memo and refund section.

 

That should do it. If there's anything else I can do for you, please don't hesitate to leave a comment below. I'll get back here as soon as I can to help you again.

View solution in original post

14 Comments
Level 15

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

in receive payments enter the actual amount received

QB will ask if you want to retain the customer credit or issue a refund

Level 3

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

Here is my screen.

 

I am trying to locate where iI receive a choice

 

 

Level 3

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

Also.

 

If I click the Refunds and Credits button - I am only  able to create a credit. I am completely unable to figure out how to convert the credit to a refund.

 

 

Level 15

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

on the receive payment screen you show, hard to read but it should show 555 upper left, it so save

that is when you get the prompt to retain or refund

Level 3

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

Thanks for your response.

 

I can vehemently respond that I have never received such a response to issue a refund.

 

That may be intended but I have never seen it. 

 

Saving the payment screen just saves the payment with a credit

Level 3

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

Here is the screen I get when saving the payment that includes an overpayment

 

 

Moderator

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

It's great to see you today, pkwith.


Thanks for your screenshots. I'll join in this thread to help you create a refund check for your customer in QuickBooks for Mac 2019.


On the payment screen, please click the OK button to save the customer’s overpayment.


When refunding money to a customer, you’ll first have to create a credit memo and then write a refund check.


You can follow the steps I’ve laid out below:


To create a credit memo:

  1. Select Customers, then choose Create Credit Memos/Refunds.
  2. Click the Create a Credit Memo option on the left panel or click the plus sign icon +  at the bottom of the list.
  3. Enter the needed information for the credit memo, and click Save.

To write a refund check:

  1. Open the credit memo you want to use for the refund.
  2. Click the Refund button at the top of the window.  
  3. Make sure all the information on the check is correct.
  4. Leave Accounts Receivable as the account in the detail area of the refund check. This ensures that QuickBooks will account for the credit and refund correctly.
  5. Click OK.

Once done, you’ll need to connect the refund check to the credit memo so that QuickBooks can track the transaction correctly.


Here’s how to connect the refund check to the credit memo:

  1. Select Customers, then choose Receive Payments.
  2. Choose 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 at the bottom section of the window.
  3. Select the Apply Existing Credits check box.
  4. On the Refund Chk line, enter the check amount in the Payment column, then click OK.
  5. Choose Customers, then select Create Credit Memos/Refunds to display the credit memo you just entered and click Tx History. You should see the refund check listed in the Transaction History - Credit memo window.

You can check out the QuickBooks for Mac 2019 User's Guide for the detailed steps. Just press Command and F,  then enter Refund to locate the Creating a credit memo and refund section.

 

That should do it. If there's anything else I can do for you, please don't hesitate to leave a comment below. I'll get back here as soon as I can to help you again.

View solution in original post

Level 3

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

Thank you.

 

Very unintuitive but I was able to do it.

 

IMHO there has to be a more conspicuous way

 

Thank you for your help.

Level 3

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

One more question.

 

If a customer owes $500 and I received a payment for $600 - when I click save it will show the customer has a $100 credit.

 

How do I refund this credit? The credit does not show up in the 'refunds and credits' section.

 

Thanks you for your attention

Moderator

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

Thanks for coming back to QuickBooks Community, pkwith.


Since there’s already a $100 credit, you’ll want to create a refund check. Please make sure to leave Accounts Receivable as the account in the refund check. This ensures that QuickBooks will account for the credit and refund correctly.


Once done, connect the refund check to the credit memo. You can follow the steps above on how to write a refund check and how to connect the transactions.


Please keep me posted. I’ll be here if you have any questions about QuickBooks for Mac. Have a good one.

Level 1

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

Creating the credit memo doubled the credit amount that was due to the customer.  If my customer overpaid, it already shows as a credit balance under Receive Payments. How do I issue a check payment to refund this overpayment, while clearing as a credit balance from the Receive Payments screen?

Moderator

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

Thanks for joining this conversation, kellyconn.

 

Let me help you record a refund check for your customer.

 

Since there is already an existing credit, you can directly create a check for the customer.

 

Let me show you how:

  1. Choose Banking, then select Write Checks.
  2. To write a new check, click the “New Check...” on the left panel or click the + at the bottom of the list.
  3. Under the Expense column, make sure to select Accounts Receivable.
  4. Enter the information for the check, and click Save.

Next, connect the check and the overpayment amount by using the Receive Payment feature.

 

Here's how:

  1. Choose Customers, then select Receive Payments.
  2. Choose your desired customer whom you wrote the refund check. You'll see the amount of the credit included in the Existing Credits field and the refund check at the bottom section of the window.
  3. Select the Apply Existing Credits checkbox.
  4. Enter the amount in the Payment column, if not already entered by QuickBooks, then select OK

Check out this article for the detailed steps under the For Mac section: Record a credit memo or refund in QuickBooks Desktop.

 

That should answer your question. If you have any questions or clarifications about QuickBooks, please leave a comment below. Have a good one.

Level 1

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

I need some guidance on issuing a credit memo and refunding a credit to a customer. I followed the instructions to create a Credit Memo - using QuickBooks Online Sample Company. But when I went to the step to open the Credit Memo and look for the Refund button at the top, the Refund status said PAID - despite the fact that it hadn't been paid. Why does it say PAID? Thanks.

Moderator

Re: How do I process an overpayment of an invoice in QB Desktop 2019 for Mac?

Hello there, Cohen Simon Accounting.

 

It could be that you're using a refund receipt upon applying the credit to your customer. This can be the reason why the status shows as paid, though you haven't pay it.

 

You'll have to remove the refund receipt and then create a check. After, link the check to your customer's credit memo.

 

Here's how:

  1. Click the Plus (+) icon, then Check.
  2. Choose a payee and the bank account.
  3. On the Category column, choose Accounts Receivable.
  4. Enter the Amount and the Description.
  5. Then, Save and close.

After, you'll have to create a credit memo.

  1. Go to the Plus (+) icon, then choose Credit Memo.
  2. Enter the donor's name.
  3. Select your customer's Products/Service as well as the Amount.
  4. Then, Save and close.

Then, you'll need to receive the payment.

  1. On the Plus (+) icon. select Receive Payment.
  2. Select your Donor.
  3. On the Description field, select the check you've created a while ago.
  4. Then, under Credits, choose the Credit Memo.
  5. Click Save and close.

 Let's verify if you've successfully applied the credit memo. Here's how:

  1. Go to the Sales tab, then choose Donors.
  2. Click the name of your customer.
  3. On the STATUS, it will show as Paid.

Let me know if you have other questions about applying a credit memo. Have a great day!

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