Invoice paid twice via CC

frodooftheshire · ‎April 02, 2020

Hi everyone,

I have a ticketing/invoice system that connects to QuickBooks for invoices/payments. I had a customer attempt to pay their invoice online a few weeks back on March 20th, but they ran into issues during the payment processing. As a result, the ticketing/invoice system showed the invoice as unpaid so they paid a second time on the 27th.

It turns out that on that the first time they attempted payment it went through so I ended up with two payments. One payment deposited into my checking account on the 23rd while the other came in on the 30th. On the 30th I logged into my CC processing system and issued a refund for the payment made on the 23rd. I can see now that their refund was just issued today , April 2nd.

What I did in QB a few days ago was go to "receive payments" and manually put in the initial $39.50 payment on the 20th and then went to "Deposits" and deposited it on the 23rd. Currently it shows a -39.50 payment under their account with a status of "Unapplied."

What are the next steps I should take to reflect the refund that occurred today? Thanks!

YvetteVelarde · ‎April 02, 2020

@frodooftheshire Welcome to Intuit community!

Thank you for the details on what you have experienced taking payment on that invoice.

Typically once an invoice has a payment applied, your customer will not be able to make an additional payment. If your customer was able to make an additional payment after being paid, we would need some more information to look into that activity. If you would like us to look further into why this happened, you can private message me the email address on file for your Payments account.

To answer your question on how to record the refund in QuickBooks Online, here are steps to take to keep your books in shape.

Sign in to QuickBooks Online.
Create duplicate invoice for the second payment received from your customer.
Apply the second payment to the duplicate invoice to show as paid.
Create a refund receipt with line items matching the invoice (deselect to process payment).
Save and close.

QBO will adjust your income, A/R, and inventory accounts.

Let me know if you need additional help.

View solution in original post

YvetteVelarde · ‎April 02, 2020

@frodooftheshire Welcome to Intuit community!

Thank you for the details on what you have experienced taking payment on that invoice.

Typically once an invoice has a payment applied, your customer will not be able to make an additional payment. If your customer was able to make an additional payment after being paid, we would need some more information to look into that activity. If you would like us to look further into why this happened, you can private message me the email address on file for your Payments account.

To answer your question on how to record the refund in QuickBooks Online, here are steps to take to keep your books in shape.

Sign in to QuickBooks Online.
Create duplicate invoice for the second payment received from your customer.
Apply the second payment to the duplicate invoice to show as paid.
Create a refund receipt with line items matching the invoice (deselect to process payment).
Save and close.

QBO will adjust your income, A/R, and inventory accounts.

Let me know if you need additional help.

frodooftheshire · ‎April 04, 2020

Hi Yvette,

Thank you! I created the invoice, applied the payment, and created the refund receipt. Why didn't I think of that? As far as the syncing issue - nothing to worry about there. It wasn't a QuickBooks issue. It was a third party software issue that allowed the double charge to occur so there's no need to troubleshoot anything. Thanks again!

frodooftheshire · ‎April 04, 2020

Hi Yvette,

Thank you! I created the invoice, applied the payment, and created the refund receipt. Why didn't I think of that? As far as the syncing issue - nothing to worry about there. It wasn't a QuickBooks issue. It was a third party software issue that allowed the double charge to occur so there's no need to troubleshoot anything. Thanks again!

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Invoice paid twice via CC