Applying customer credit but getting message about different job

Hi there, @ag92.

Once you apply a credit from one job to another, the message that you receive will automatically show up. To fix this, click on the Yes button to confirm the transfer. That way, the credits will be carried over to the other one.

Here's a representation about this scenario:

I've created a customer (Alexander Love) with multiple jobs, the one has a credit (LA Film Making), and the other doesn't have (MN Photography). Generated an invoice for MN Photography and used the LA Film Making's credits as the payment to be applied. 

This message appeared even if the job is under to one customer. This isn't an error message but a warning instead.

To give you more details about this process and on how you can manually transfer customers' credit, please see this link: Transfer customer credit from one job to another.

I got you covered if there's anything else you need. I'll make sure you're taken care of. Have a pleasant day ahead!

The problem is that I am not applying the credit to a different job. It is being applied to the same job, but I'm still getting the error message.

Thanks for the additional info, ag92. I can shed light on the message you got.

This happens if the credit was recorded under another job or under the parent customer, which I think your setup is. QuickBooks will tell you that you're transferring credits to another job, even if it came from the parent customer. It's designed to work that way.

You can always go back to this thread if you need help with other prompt messages, or anything about QuickBooks.

Have a good day!

To be clear, here is what is happening:

Parent Company A

     Job #1

     Job #2

     Job #3

     Job #4, etc.

I am trying to apply a credit for Job #3, against an invoice for Job #3.  Why would it tell me that I am transferring the credit to another job, if it is getting applied to the same job as the invoice?

Thanks for the clarification, @ag92.

Let's try some troubleshooting steps to check if this error is caused by data problems in your company file. To start, let's create a sample company file and apply the credit for job#3 from there. Let me guide you how.

In your QuickBooks Desktop (QBDT) software:

1. Go to the File menu.
2. Select New company.
3. Select Express Start.
4. Follow the onscreen steps to finish the setup.

Here's an article you can read for more details: Create a QuickBooks Desktop Company File.

If you're able to apply the credit for job#3 without any error, then we'll have to run the Verify and Rebuild Data tools in your original company file. This way, it'll resolve minor data issues within your company file. Here's how.

To Verify:

1. Go to the Window menu and select Close All.
2. Then, go to the File menu.
3. Select Utilities.
4. Click Verify Data.

To Rebuild:

1. Go to the File menu.
2. Select Utilities.
3. Click Rebuild Data.

I've got you this article for more detailed steps: Verify and Rebuild Data in QuickBooks Desktop.

However, if the issue persists while using a sample company file, I suggest running a clean install. A clean install fixes issues that keeps you from opening your company file and a few other situations.

Also, in case you want to learn how to remove a credit from an invoice, you can refer to this article for the detailed steps: Remove or Unapply a Credit from an Invoice or Bill.

As always keep posted if you need further assistant. I'm always here to help.

I do not have the desktop version.  Will these steps still work?

Here is the version I am using: QuickBooks Enterprise Platinum Edition Monthly With Hosting

Thanks for including the version you're using in QuickBooks, ag92.

The QuickBooks Enterprise Platinum Edition Monthly With Hosting is actually one of the desktop versions in QuickBooks Desktop. That said, you can follow the recommended troubleshooting steps provided by my colleague. 

Here are the QuickBooks Desktop versions:

• QuickBooks Desktop Pro
• QuickBooks Desktop Premier
• QuickBooks Desktop Enterprise

The community is always here to back you up. Have a nice day!

It's a problem with the software.  All of the credits I input are specific to the job.  I'll have a customer with multiple jobs and commensurate credits. When I apply one credit to one job there's no problem.  If I try to apply a second credit to a second job, it gives me the 'different job' message.  If I close the payment window after each application of a credit, I don't get the message at all.

Let me clarify why the error appeared when applying credits to invoices, @JEP5. This way, we can prevent encountering the message moving forward.

I agree with you that we can only apply one credit per job. It means using a credit payment for two jobs is unavailable. If this is what you're doing, then that's why the prompt message appears.

For instance, I'm creating two jobs under one customer. I invoiced Jam 1 and Jam 2 with $10 each, then applied a credit of $20 correspondingly. The error occurred, so when I click Yes, it will auto-create a general journal entry.

In the meantime, you may continue applying credits per job individually. However, we can verify and rebuild the data if the error still pops up when you select a specific credit (Jam 2 and so on) to its invoice after Jam 1. It will scan your company file for issues and fix them.

Here's an article in case you want to move customer credit from one customer job to another: Transfer customer credit from one job to another in QuickBooks Desktop.

I've got you covered if you have other concerns with customer credits in QuickBooks. Use the Reply option below so that I can get back here and assist you more. Take care always!

Thanks for responding.  It's not quite what I'm doing.  I invoice Jam 1 and Jam 2 for $10 each.  I then have a Jam 1 credit of $10 which I apply to Jam 1.  I also, have a Jam 2 credit for $10.  If I apply the Jam 1 credit to the Jam 1 invoice, I have no problem.  If I then  try to apply the Jam 2 credit to the Jam 2 invoice, it tells me I'm transferring the credit.   This won't happen if I exit 'receive payments' after applying the Jam 1 credit and then go back into 'receive payments' and apply the Jam 2 credit to the Jam 2 invoice.

Hello there, JEP5.

Thanks for getting back to us and providing additional information when applying credits to invoices. I'm here to lend a hand.

The transfer credits to another job message occurs when you apply the credit from one Job to another. In your case, since the credit was applied to the correct job, you can start by opening a QuickBooks sample company file to further isolate the issue. From there, create an invoice and apply the credit.

If it works on the sample company file, it's possible that your company file had a data issue. To get this fix, let's run the Verify and Rebuild Utility tools. This will help us isolate data issues on your file. 

To run the Verify Data utility:  

1. Go to the File menu, then select Utilities. 
2. Click Verify Data. 
3. If there are issues found, you’ll be prompted to Rebuild Now. 

Here’s how to run the Rebuild utility:  

1. Go to the File menu, then select Utilities. 
2. Choose Rebuild Data. 
3. Click Ok on Rebuild has completed.

Once done, you should be able to apply credits correctly without any prompts.

If you need other helpful articles in the future, you can always visit our site: Help articles for QuickBooks Desktop.

Come back to this post and let me know how the troubleshooting goes, JEP5. I want to make sure you're taken care of.

I ran both the verify and rebuild.  The rebuild gave the following report:

Error 179

Verify Master: totTrans wrong. Is 133629 Should be 133812

When I looked this up the help page basically said 'don't worry about it unless you still have problems'.

I still have the same issue, applying a Jam1 credit to a Jam1 invoice and getting a transfer message when I try to apply a Jam2 credit to a Jam2 invoice.

Correction.  Now even leaving the payments window and coming back I get the same transfer message.  Question, why, when I look for a credit for an invoice does it give me a list of all credits for the customer?  It used to just give a list of the credits available to the Job.

Further update.  I found the journal entries that Quickbooks has been entering.  It created an account labeled "Account for Credit Transfers" (it labeled it 'Inactive' so I couldn't readily find it).  The entry actually showed the credit being transferred from one job to the same job.  When I deleted the JE because it was useless and I didn't want it, Quickbooks crashed.

Hello, @JEP5.

I'm here to share some updates in applying credits applying credits to invoices in QuickBooks Desktop (QBDT).

Upon checking on our end, there should be no error as long as the same job is in the invoice and credit memo when payment is received, the error occurs due to a data integrity issue.

Also, to answer your question about why is QuickBooks showing all customer credits instead of just the ones linked to the specific invoice job. Please take note that you can view all credit, however it's not its specific job.

Moreover, to clarify your concern about the created JE. Please take note that when you apply the credit from one Job to another, QB will create a JE sa Account for Credit Transfer account, which is inactive by way of COA. Deleting the JE won't reverse the action, they'll have to enter another JE to undo the transfer. Deleting the system-created JE will unapply the credits nga na link invoice, then it will return to the original job.

In resolving crashing and data integrity issues in QuickBooks. The QuickBooks Tool Hub can indeed help address various problems and enhance data integrity by providing a suite of tools designed to diagnose and resolve issues within QuickBooks. 

If you're interested in transferring customer credit from one job to another, I have an article that you can use: Transfer customer credit from one job to another in QuickBooks Desktop.

If you have further questions about applying for credits, you can comment below and we'll respond to you as soon as possible.

Okay, one last point which I didn't think would matter but here it is.  I've been entering the credits through JE's.  They are, in fact credit card payments for which I've been entering the gross amount, the merchant fee and the net amount.  The net amount is a credit to receivables.  I do this because our credit card processor's statements only list the gross amounts (the fees are not shown on a per transaction basis) and it simplifies reconciling the account each month.

Would entering them as JE's instead of through the Create Credit Memos page make a difference?

Hello there, JEP5.

I can share some information about the difference between a journal entry and a credit memo in handling customer credits in QuickBooks Desktop.

A Journal Entry is a general accounting tool commonly used for adjusting account balances, recording non-sales transactions, and making corrections. It can be used to record customer credits, but they do not directly link to specific customers or invoices. On the other hand, the Credit Memo feature is designed to reduce the customer's accounts receivable balances and is ideal for handling customer credits or refunds. You can directly link it with customers and invoices, making it simple to apply credits to specific transactions. 

Therefore, credit memos are generally recommended for customer credits since they integrate better with QuickBooks' accounts receivable module and provide more accurate tracking and reporting. While using journal entries for customer credits or credit card payments may make reconciliation easier, you should also consider the impact on the accuracy of your financial statements and integration with other QuickBooks features.

I also recommend consulting with an accounting professional for guidance in entering those journal entries and determining the best approach for handling these types of transactions. If you don't have an accountant, you can find one using this link: Find a QuickBooks ProAdvisor.

If you have any further questions or need additional assistance, feel free to leave a comment in this thread. I'll be here to help.