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Anonymous
Not applicable

How to apply an over payment to another invoice?

I have QB 2016, and it's so damned infuriating. A customer over paid on an invoice, and I want to use that over payment on another of his invoices. Where is this mysterious credit hiding? Why does it not show up as available to use for another invoice for this customer?

Quickbooks: Making difficult what should be simple.

 

Thanks for any assistance.

 

 

(Title has been edited by moderator for clarity)

 

 

 

Solved
Best answer November 19, 2017

Best Answers
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Community Champion

How to apply an over payment to another invoice?

Let's see if we can find your elusive credits. Go to Customer tab and Receive Payment. Enter customer name - of course you see alll outstanding invoices. At the bottom of the screen should be a "This customer has x available credits . Now, to apply credits click on date or number field in an invoice, not the checkbox - this selects that invoice. Now at top of screen is a green Discounts tab. Click on it and select the credit and any lesser amount to apply - or click the auto-apply button instead and all available credits for that customer will be applied starting with oldest invoice first. 

 

 

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12 Comments 12
Highlighted
Community Champion

How to apply an over payment to another invoice?

Let's see if we can find your elusive credits. Go to Customer tab and Receive Payment. Enter customer name - of course you see alll outstanding invoices. At the bottom of the screen should be a "This customer has x available credits . Now, to apply credits click on date or number field in an invoice, not the checkbox - this selects that invoice. Now at top of screen is a green Discounts tab. Click on it and select the credit and any lesser amount to apply - or click the auto-apply button instead and all available credits for that customer will be applied starting with oldest invoice first. 

 

 

View solution in original post

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Level 1

How to apply an over payment to another invoice?

Hey John.

I'm having a similar problem, but  in my case, I have a builder who then has many jobs under his name. The credit is on one job, but the builder applied the credit to a payment on another job. I can not get QB to show and allow the credit I suppose becuase it would be applying it to another job. I've been fooling with this for 1/2 hour. Is it a limitation in QB. Am I not able to apply the credit anywhere I choose?

Thanks

Highlighted
Moderator

How to apply an over payment to another invoice?

Hi there, jwalter007,

 

I'm here to take care of you. Let's get the credit applied to the correct builder's job.

 

You'll first need to set up a clearing account, then create a journal entry to move the credit amount from one job to another. I've added this article to walk you through the step-by-step process:

 

Transfer and apply a customer credit from one job to another

 

If you need further assistance while applying the overpayment to another invoice, feel free to reach out to me directly. I'd love to help however I can.

 

 

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Anonymous
Not applicable

How to apply an over payment to another invoice?

Thanks Michelle T.

 

It really seems like this should be fixed in QB. Surely this is not an unusual thing to do, i.e., apply a credit from one job to another for a customer.

 

As in ...

 

Customer Name

- Job 1

- Job 2

- Job 3

.....

 

Thanks.

 

Highlighted
Moderator

How to apply an over payment to another invoice?

Hi there @Anonymous,

 

It would help many customers if they can easily transfer a credit from one customer/job to another without creating a clearing account and journal entries. I'd appreciate if you can share the input to our product development team so they can work about how they make this work for you.

 

Here's how:

 

1.    Click the Help menu bar.
2.    Scroll down to Send Feedback Online.
3.    Select Product Suggestion.
4.    Select Product Suggestion for the Type of Feedback.
5.    Product Area is optional.
6.    Enter your suggestion.
7.    Click Send Feedback.

 

In the meantime, you can follow the steps in the article I've provided to jwalter007 if you need to transfer a credit. With regard to the missing credit (if you have not manually enter a credit memo), you can follow the steps outlined by john-pero.

 

You'll need to receive payment, select the invoice which you want to use the credit for, then click the Discounts and Credits icon in the Menu tab. From there, you can select the credit you want to apply.

 

If you've recorded the overpayment as credit memo, you'll need to link it to the journal entry (Step 3 Link the payment or credit to the journal entry).

 

If you need further information about transferring credits, I'm here to help however I can.

 

Highlighted
Level 1

How to apply an over payment to another invoice?

I have the same issue it showing as available yes is not in the discount/credit 

builders.PNG

Highlighted
QuickBooks Team

How to apply an over payment to another invoice?

hey there, @Curbside1

 

Thank you for stopping by the QuickBooks Community. Have you had the chance to check out the steps offered by @MichelleT? QuickBooks is designed in such a way that when working with sub customers, if you have an overpayment from one customer, you will need to transfer the balance to the different name you want to apply it to, even if they're both under the same "parent" customer.

 

Let me know if you've had a chance to review this article, or if you have any questions. I'll be here should you need anything. 

Highlighted
Level 1

How to apply an over payment to another invoice?

lahette,

I have a similar situation to you.

We have a builder we work with who manages various job sites.

The way I do it is have the builder as the main customer with sub customers for the different areas.

Builder John

 - Job site 1

 - Job site 2

 etc

 

When adding the payment that covers multiple Job sites, make it as if John is paying and all open invoices should be listed, then it is a matter of selecting the Invoice the payment relates to.

 

Hope this helps

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Level 2

How to apply an over payment to another invoice?

I was able to apply a credit from a previous overpayment. Thecustomer’s account balance reflects the application of this credit, but the invoice does not. In other words, the invoice continues to show the total owed before the credit was applied. I’ve now spent a solid 45 minutes tryong to rectify what should be a simple process. I have a credit, I apply a credit, the invoice to the client should reflect what they actually owe. Why is this so complicated?  I have Desktop for Mac, so instrucitons that don’t ask me to look for the gear icon would be helpful. 

Highlighted
QuickBooks Team

How to apply an over payment to another invoice?

Thanks for joining this thread, @Joy gardener.

 

Let's try to delete and recreate the invoice. If the invoice still shows the owed amount of your customer, then we'll have to run the Verify and Rebuild tool. Here's how.

 

To verify:

  1. Go to the File menu, then select Utilities and Verify Data.
  2. If you see QuickBooks detected no problem with your data, select OK. You may continue using your company file.
  3. If Verify finds an issue with your data, you will be prompted to Rebuild Now or View Errors. Select Close.

To rebuild:

  1. Go to the File menu, then select Utilities and Rebuild Data.
  2. On the QuickBooks Information window, select OK. Follow the prompts to save a backup.
  3. Select OK when you see Rebuild has completed.

Please see this article for more detailed steps and information: Resolve Data Damage on Your Company File.

 

Also, I'm attaching this article that can help guide you in your future task: Transfer and Apply Credit From one Vendor to Another in QuickBooks Desktop.

 

Feel free to post a reply to this thread if you have other concerns. I'm always here to help.

Highlighted
Level 2

How to apply an over payment to another invoice?

Thanks -- I figured out that I my answer was to edit the invoice template by adding the Payments and Total Balance fields so that I could show previous payments/credits and the actual balance of the invoice after these payments/credits were applied. I appreciate your response - have a great day.

Highlighted
QuickBooks Team

How to apply an over payment to another invoice?

I'm glad you were able to resolve this issue, @Joy gardener.

 

As always, feel free to post a reply below if you have any other concerns. I'll be around to help. Take care!

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