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AngelBK
Level 3

Reimbursements

When patients who use BCBS insurance, I sometimes collect the full payment from the patient using a credit card. Then, BCBS will sometimes pay for the whole session and I need to issue a refund. As an example, this patient had an initial consultation that cost $131.31 on 11/10/20. I collected this amount from the patient’s credit card on 11/10/20 for $131.31. Then BCBS paid $131.31, so I issued a Sales Refund for $131.31. Now, QBs shows -$131.31 open. Do you know how I should document these transactions, as the account should be current with no money due. Thank you for your help!

Solved
Best answer November 18, 2020

Best Answers
Nick_M
QuickBooks Team

Reimbursements

Hey there, AngelBK. 

 

Thanks for stopping by the Community, I'm more than happy to provide some feedback on this for you. What you're going to want to do is record the customer refund as an overpayment/credit, follow these steps to do so:

 

Step 1: Record the refund for your customer:

  1. Select the + New icon.
  2. Click ExpenseAdd expense or Check. If you're in Business view, follow the steps to switch to Accountant view first. Then come back to these steps.
  3. Select the customer you want to refund from the Payee ▼ drop-down.
  4. From the Payment account ▼ drop-down, select the bank account where you deposited the overpayment/credit too.
  5. On the first line of the Category column, click Accounts Receivable.
  6. Enter the amount to refund in the Amount field.
  7. Fill out the other fields, then select Save and close.

 

Step 2: Link the refund to the customer's credit or overpayment:

  1. Select + New again.
  2. Select Receive payment or Receive invoice payment.
  3. Select the same customer you used for the check or expense.
  4. Fill out the other fields as you see fit.
  5. Under the Outstanding Transaction section, select the checkbox for the Expense or Check you created.
  6. Make sure the payment is equal to the open balance, then select Save and close.

I would also suggest reaching out to an accountant once these steps are complete. They will be able to look into your personal account with you in a 1-on-1 setting to help determine the best way to handle the credit. 

 

You can also visit this link to an article where the steps above are listed, as well as additional helpful information:

If there's anything else I can help with in the meantime, feel free to post here anytime. Thanks and have a nice Wednesday. 

View solution in original post

6 Comments
MaryLurleenM
Moderator

Reimbursements

You'll have to link the refund to the customer's credit, AngelBK.

 

This will offset the created balance. Let me show you how:

  1. Click + New on the left pane.
  2. Select Receive payment or Receive invoice payment.
  3. Select the same customer you used for the check or expense.
  4. Fill out the other fields as you see fit.
  5. Under the Outstanding Transaction section, select the checkbox for the Expense or Check you created.
  6. Make sure the payment is equal to the open balance, then select Save and close.

Here's an article for more details: How to refund a deposit and close an invoice.

 

Let me know if you have other questions.

AngelBK
Level 3

Reimbursements

HI,

 

I really appreciate your help.  The problem is there are no open invoices because the patient paid the bill with her credit card.  That's why I didn't know what to do.  

 

To recap:

 

The patient paid in full at the time of treatment.  Then her insurance was billed.  The insurance paid in full.  So now she has a credit balance that she would like credited to her credit card.  Which was done by the doctors office.  So now there is a credit balance on quickbooks.

Nick_M
QuickBooks Team

Reimbursements

Hey there, AngelBK. 

 

Thanks for stopping by the Community, I'm more than happy to provide some feedback on this for you. What you're going to want to do is record the customer refund as an overpayment/credit, follow these steps to do so:

 

Step 1: Record the refund for your customer:

  1. Select the + New icon.
  2. Click ExpenseAdd expense or Check. If you're in Business view, follow the steps to switch to Accountant view first. Then come back to these steps.
  3. Select the customer you want to refund from the Payee ▼ drop-down.
  4. From the Payment account ▼ drop-down, select the bank account where you deposited the overpayment/credit too.
  5. On the first line of the Category column, click Accounts Receivable.
  6. Enter the amount to refund in the Amount field.
  7. Fill out the other fields, then select Save and close.

 

Step 2: Link the refund to the customer's credit or overpayment:

  1. Select + New again.
  2. Select Receive payment or Receive invoice payment.
  3. Select the same customer you used for the check or expense.
  4. Fill out the other fields as you see fit.
  5. Under the Outstanding Transaction section, select the checkbox for the Expense or Check you created.
  6. Make sure the payment is equal to the open balance, then select Save and close.

I would also suggest reaching out to an accountant once these steps are complete. They will be able to look into your personal account with you in a 1-on-1 setting to help determine the best way to handle the credit. 

 

You can also visit this link to an article where the steps above are listed, as well as additional helpful information:

If there's anything else I can help with in the meantime, feel free to post here anytime. Thanks and have a nice Wednesday. 

View solution in original post

AngelBK
Level 3

Reimbursements

THANK YOU SO MUCH!!!!

CathyC
Level 1

Reimbursements

Hello i have a very similar situation. However, we need to actually cut a check to refund the customer. I booked the insurance receipt against the customer's account so the credit looks fine on the customer side, but the only way I know to set up a check to be cut is to use the "Bill" feature - and Bills won't accept a customer as a payee, only a vendor. Is there a way to set up a check to be cut (not after the fact) to a customer??

SarahannC
Moderator

Reimbursements

Hello there, @CathyC.

 

In this case, you can record a refund receipt. When refunding to your customer's credit, you can record a refund to your customer using Check or Expense. It reduces the bank's balance and offsets the customer's open credit. Here's how:

 

  1. Go to the + New button.
  2. Select Check
  3. Select the customer you want to refund from the Payee drop-down arrow.
  4. From the Payment account drop-down arrow, select the appropriate bank account.
  5. On the first line of the Category column, select Accounts Receivable.
  6. Then, enter how much you want to refund in the Amount field.
  7. Once you entered all the required details, click Save and close.

 

Then, link the refund to the customer's credit: 

  1. Still, in the +New button, select Receive payment.
  2. Select the same customer you used for the check when recording the refund.
  3. Fill out the other fields as you see fit.
  4. Under the Outstanding Transaction section, select the checkbox for the check you created when recording the refund.
  5. Then, select Save and close.

 

When you're creating a refund receipt alone, you can follow these steps:

 

  1. From the +New button, select Refund Receipt to open a new refund receipt.
  2. In the Customer field, choose the right customer from the drop-down suggestions menu.
  3. Choose a preferred Payment Method from the drop-down suggestions menu to specify how you will be paying the customer’s refund.
  4. Select an account.
  5. Enter all the required information and make sure to check the Amount column to ensure it’s the correct amount.

 

For additional information, you can check this resource: Record a customer refund in QuickBooks Online.

 

Visit again if you have other questions or concerns about recording transactions in the program. Take care and have a good one.

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