linking a check to a member credit

Good morning, @LizD4. 

Welcome to the Community! I'm glad you decide to come here with your question about linking a check to a member credit. Let's work together to fix this problem. 

Before digging further into this issue, I'd like to gather some details from you: 

• How are these customer set up? ( Ex: Parent and sub customers, all individually as customers, etc.) 
• Can you provide screenshots of the set up and issue as well? 

This will help me determine the best solution for your business. I'll be waiting for your response! 

Each student in the marching band is entered as a "member", as we need to print checks, parents are entered as a vendor. We also have many other vendors for uniforms, staff, etc. So, in this case, this student graduated this past spring with a credit of $100. So we have issued a check to the parent. So the parents aren't tied to the member accounts, we generated invoices at the beginning of the season and email them to the parents and when the money comes in it is deposited against the invoice. So, I am trying to figure out how to appropriately assign the check for the credit against the student account.

Hi there, LizD4.

Let me make it up to you by ensuring you're able to assign the check for the credit against the student account.

You'll want to deposit the  check and use accounts payable/vendor name as the source account for the deposit

Here's how:

1. In your QBO, go to the magnifying glass at the top right to locate and open the deposit. 
2. On the Account section, pick Accounts Payable (AP).
3. Click Save and close. 

Once done, here's how to link the deposit to the vendor credit:

1. Go to the +New at the top left to get to the Check. 
2. Choose the vendor name in the Payee drop-down.
3. From the Add to Check section, tick Add for the outstanding vendor credit and deposit. 
4. To complete the process, click Save, and close.

For additional information, consider checking out this article: Enter a credit from a vendor.

I suggest getting back to this thread if you need assistance in linking transactions in QuickBooks Online. I'll be right here to help you out.

We are paying the credit, not depositing it. I am issuing a check to the member's parent, the parent is listed as a vendor. What we are now doing is creating an additional invoice showing the credit and putting the check against that as a payment to zero out the credit. Let me know if there is a more sensible way to do this.

Hey there, @LizD4. 

Thanks for coming back to this thread. Let me share some additional insight. 

The best way to record this would be to create a credit memo or refund receipt. If you'd like to use them as a vendor and not a customer, the only option would be a refund receipt. However, if the parent is set up as a customer, create a credit memo and apply to the invoice to reduce the overall balance due on that particular sales form. 

In the end, if you're still unsure of which route to go, I'd recommend consulting with an accountant to find the best fit for your business. 

I'm only a post away if you need me again. I'll be right around the corner! 

this has NOT answered my question of how to issue a check to a member to refund an overpayment made by me to the member. I tried getting the credit card company to do it, but since the member never received the credit back I have to issue a check to the member!

how do I do that please????? [Removed] for Rotary Club of Victorville, CA

Let's work on creating a refund for your member, VVortary.
 

In QuickBooks Online (QBO), you can create an expense or check for your overpayment. Before that, ensure that you're using the accountant view feature. You can follow the steps provided below:
 

1. Log into your QBO account. 
2. Click on the + New tab, then select Expense or Check. 
3. Choose your member's name in the Payee ▼ dropdown.
4. Select the bank account where the overpayment is deposited in the Payment Account ▼ dropdown.
5. On the first line of the Category column, choose Accounts Receivable.
6. Type in the refund amount in the Amount field
7. Complete the other fields. Once done, select Save and Close.
    

After that, link the refund to your member's credit or overpayment transactions. Here's how:
 

1. In your QBO account, go to + New.
2. Choose Receive payment.
3. Select your member's name used in the check or expense in recording the refund.
4. Fill in the other fields.
5. On the Outstanding Transaction, tick the box for the Expense or Check created.
6. Ensure that the payment is equal to the open balance. Once done, Save and Close.
    

For more information and guidelines documenting your refund, refer to this article: Record a customer refund in QuickBooks Online.
 

Moreover, if you meant something else about the overpayment, kindly comment down below so we can find further solutions.
 

Additionally, click this link if you plan to void or refund your customer payments in QuickBooks Online.

Return to this thread if you need further assistance with your QBO refund, VVortary. I'll be here to assist you anytime.