refund on a customer deposit

Hello there, cvt15.

I've got the correct way of refunding a customer deposit in QuickBooks for Mac.

If a customer doesn’t have existing credits on their account, that would be the time you create a credit memo. Doing this shows a negative amount in your Accounts Receivable register for the credit memo.

Next, you'll need to create a check. And, affect the Account Receivable to your customer's check to offset the credit. Here's how:

1. Go to the Customers menu.
2. Select Create Credit Memos/Refunds.
3. Select the customer on the Customer:Job drop-down menu. You should see their available credit memo.
4. Select Refund. It'll then open the Write Checks window.
5. On the check, fill out the required info.
6. Note: make sure to use Accounts Receivable as the account, then select Save.

Then, utilize the Receive Payment feature to link the check and the available credit. To guide you further, please follow these steps:

1. Still, go to the Customers menu.
2. At this time, select Receive Payments.
3. Select the customer on the Customer:Job drop-down menu. You’ll see the refund check you created, and their existing credits.
4. Tick the Apply Existing Credits? checkbox.
5. Once ready, hit Save.

If you want to run reports in the future, feel free to use these articles for your reference:

• Customize reports in QuickBooks Desktop for Mac. 
• Create reports in QuickBooks Desktop for Mac. 

Let me know if you have other concerns about QuickBooks. I'd be glad to assists you anytime. Take care and have a good one!

Hi sbsaadwu,

Hope you’re doing great. I wanted to see how everything is going about refunding your customer deposit. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at anytime.

Looking forward to your reply. Have a pleasant day ahead!

HI,

My customer had a $40 credit on their account.  I wrote a check to them for $40 and the went to receive payments and clicked on the discount/credits.  The check# I wrote is there when I go to receive payments.  If I leave it blank, QB says they OWE $40.  If I check it, QB puts it in deposits.  What am I doing wrong?

Thanks for joining in the thread, Cdw52.

If you followed my colleague's instructions, you should be able to link your customer's available credit and checks created. You'll have to apply the credit available so that it doesn't show up as a deposit. To fix it, let's delete the deposit and go back to Receive Payment, and re-link it again.

Here's how:

1. Go to the Customers menu.
2. Select Customer Center.
3. Locate the name of the customer.
4. In the Transactions tab, double-click to open the payment transaction.
5. Click on the Delete.
6. Go back to Receive Payment. select the available credit in the Apply Credit window, then hit Done.
7. Once done, click Save & Close, just leave the checks blank.

For your reference, you can check out this article for more information: Create and apply credit memos in QuickBooks for Mac.

In addition, I've included this resource to learn more about different reports available in QuickBooks Desktop for Mac: Create reports in QuickBooks Desktop for Mac.

Let me know if you need further assistance with refunds and checks. I'm always here to help you.

That does not work. Qbooks is requiring a part number but there is no part number to put in.

Thanks for joining the thread, @davidschulz. 

I'd be glad to help you with your concern. 

Can you tell what specific page are you at? Or what certain task are you trying to do?

The steps provided by my colleague Giovann_G would help you with the process in applying an available credit. The part number will not matter if you will create this transaction. 

For more details you can check out this article: Create and apply credit memos in QuickBooks for Mac.

If you need help with QuickBooks, you can also visit our site for references: Help articles for QuickBooks.

Let me know if you need further assistance with this. I'm always around to provide answers and clarifications to your questions. Have a great day ahead and take care.

We received payment via credit card from a client on 10/15/2021. We also did a receive payment in quickbooks for his deposit of $2,000.00. Now we want to refund that deposit. No Invoice was ever created. How to do this? Can't  do a credit memo because there is no product to input. Can't write a check because that does not change the customer balance. Your website helps says to click on the "New" tab at the right, but there is no "New" tab in the right or left corner to click on.It simply is not there. What should I click on and in what order?

Hello there, davidschulz.

Thanks for letting us know the steps you’ve performed to record the payment and its result. This will guide us on how to track the entry in QuickBooks Desktop for Mac.

In situations like this, you’ll have to set up an account for the deposits. Then create an upfront deposit item. We’ll use this item and account to record the entry.

Here’s how:

1. Go to the Lists menu at the top and choose Chart of Accounts.
2. In the Chart of Accounts window, right-click and select New from the pop-up menu.
3. For the account type, select Other Current Liability.
4. Enter a name for the account (for example, Upfront Deposit) in the Name field.
5. Make sure to set up the account with a zero opening balance.
6. Click the OK button.

After setting it up, add the item and link it to the liability account. Here’s a great resource that will walk you through the process: Manage upfront deposits or retainers. From the article, make sure to perform Steps 2-5 and choose how you wish to track the deposit. This guide is from the desktop version, but it also applies to QuickBooks for Mac.

We’ve gathered resources to help customers manage all their sales and other customer-related activities efficiently: QuickBooks for Mac. The topics include refunds, add sales transactions, process credits, etc.

Stay in touch if you have additional questions about processing refunds and credits. I’ll jump right back in to answer them for you. Have a good one.