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LThibx
Level 1

Quickbooks for Mac - Void Invoice - Credit Memo

Quickbooks for Mac 2019

I had an invoice for a customer that they were not going to pay, so I needed to void / remove, etc.

Originally a June 2020 invoice.  In Aug I voided that invoice (after knowing the customer wasn't going to pay it). That had an adverse affect on my Sales Taxes in Aug (posted sales tax credits, but didn't reduce taxable sales). I discuss with my accountant.  We proceeded to recreate the original invoice (June invoice), Then created a credit memo (now in Oct). I can see on the Oct Sales Tax Liability report the correct amounts will be credited (both sales tax amount and taxable sales).  So at this point from a reporting stand point it all seems correct. The only adverse affect is that I know have an open invoice for that customer, which will never get paid.  What can I do to not have this invoice remain outstanding. QBMac 2019 does not have an option to apply it to an invoice. 

 

Assistance appreciated.

Lonnie

Solved
Best answer October 15, 2020

Best Answers
MadelynC
Moderator

Quickbooks for Mac - Void Invoice - Credit Memo

Let’s get this fixed, @LThibx.


I can see the impact of unpaid transactions on your financial reporting. We can record it as bad debt and write it off. This ensures your accounts receivable and net income stay up-to-date.


Before recording a bad debt, you’ll want to create an expense account to track that transaction. By doing so, you can use the Discounts and Credits option within QuickBooks to record the debt while keeping the debt organized in a separate register for tax purposes. Here’s how:

 

  1. Click the Lists menu and select Chart of Accounts.
  2. Hit the + (plus) button below to add a new account.
  3. Choose Expense as the account type.
  4. You can enter Bad Debt in the Name field.
  5. Click OK.


Once done, we can start over to close out the unpaid invoice in the program. Here are the steps below:

 

  1. Go to the Customers menu and select Receive Payments.
  2. Enter the name of the customer in the Received from field.
  3. For the Payment amount, enter $0.00.
  4. Click Discounts and credits.
  5. In the Amount of Discount field, enter the amount you'd like to write off.
  6. For Discount Account, select the bad debt account, and select Done.
  7. Click Save and Close.


After these processes, you can check your customer open balance by running the Accounts Receivable Aging Detail report.  You can also use the customize feature in QuickBooks. It allows you to set preferences for how information is organized or displayed. Just follow these steps:

 

  1. Select the Reports menu.
  2. Go to Customers & Receivables, then click A/R Aging Detail.


By following these instructions, the outstanding event will be settled, Lonnie. Let me know if you have other concerns. I’ll get back to you as soon as I can. Keep safe.        

View solution in original post

3 Comments 3
MadelynC
Moderator

Quickbooks for Mac - Void Invoice - Credit Memo

Let’s get this fixed, @LThibx.


I can see the impact of unpaid transactions on your financial reporting. We can record it as bad debt and write it off. This ensures your accounts receivable and net income stay up-to-date.


Before recording a bad debt, you’ll want to create an expense account to track that transaction. By doing so, you can use the Discounts and Credits option within QuickBooks to record the debt while keeping the debt organized in a separate register for tax purposes. Here’s how:

 

  1. Click the Lists menu and select Chart of Accounts.
  2. Hit the + (plus) button below to add a new account.
  3. Choose Expense as the account type.
  4. You can enter Bad Debt in the Name field.
  5. Click OK.


Once done, we can start over to close out the unpaid invoice in the program. Here are the steps below:

 

  1. Go to the Customers menu and select Receive Payments.
  2. Enter the name of the customer in the Received from field.
  3. For the Payment amount, enter $0.00.
  4. Click Discounts and credits.
  5. In the Amount of Discount field, enter the amount you'd like to write off.
  6. For Discount Account, select the bad debt account, and select Done.
  7. Click Save and Close.


After these processes, you can check your customer open balance by running the Accounts Receivable Aging Detail report.  You can also use the customize feature in QuickBooks. It allows you to set preferences for how information is organized or displayed. Just follow these steps:

 

  1. Select the Reports menu.
  2. Go to Customers & Receivables, then click A/R Aging Detail.


By following these instructions, the outstanding event will be settled, Lonnie. Let me know if you have other concerns. I’ll get back to you as soon as I can. Keep safe.        

LThibx
Level 1

Quickbooks for Mac - Void Invoice - Credit Memo

Hi @MadelynC ,

Thanks for your feedback.  The method you described would work, but in reviewing further, it would seem to not have produced enough detail audit trail for later reference.  In searching further, I found this article: https://quickbooks.intuit.com/learn-support/en-us/install/how-to-write-off-bad-debt-the-correct-way-... and used method #2 which involved using my original process of a Credit Memo, then using bad debt item & bad debt expense account (of which I already had set up from a similar past issue. I then applied the credit to the original invoice (that was the step I had missed originally), and now all seems to be correct.  Sales Tax reporting is correct, and no open invoices remain. 

 

Thank you much for your assistance and also the contributors from that linked article

Lonnie

Candice C
QuickBooks Team

Quickbooks for Mac - Void Invoice - Credit Memo

Good Evening, @LThibx

 

Thanks for reaching back out to the Community about your results. I'm glad that we were able to provide you with some information to help resolve your problem. 

 

If you have any other questions or concerns, don't hesitate to ask. I'm always here to lend a helping hand. The Community is here to have your back. Have a splendid weekend! 

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