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dguest
Level 1

Reversed duplicate customer deposit in Point of Sale, now a deposit is stuck in QuickBooks

Hello,

 

I am running QuickBooks Point of Sale 18.0 along with QuickBooks Pro 2020 Desktop.  

 

We accidentally entered a customer's credit card deposit twice, on two different dates.  We use a separate third party credit card terminal.

 

I successfully reversed the deposit in Point of Sale, but now we have a Deposit for that customer/amount showing up in QuickBooks desktop that it wants deposited.  I'm not sure if I messed something else up since I would think that with reversing a customer deposit, it wouldn't be trying to add it to a deposit?  

 

Thanks!

Solved
Best answer April 28, 2020

Best Answers
Jovychris_A
QuickBooks Team

Reversed duplicate customer deposit in Point of Sale, now a deposit is stuck in QuickBooks

Thanks for adding the details, @dguest.

 

I've got two options to prevent the duplicate deposit in QBDT POS from getting transferred over to QBDT during financial exchange. You can follow these steps using your QuickBooks Desktop Point of Sale:

 

Use this option when you already created a refund check and it is showing up in the bank account register.

  1. Back up the QuickBooks company file.
  2. Create a Journal Entry.
    1. Debit Undeposited Funds and credit the Checking account for the negative amount showing in the Payments to Deposit window.
    2. In the Name field, enter the customer's name.
    3. Set the date to match the date of the original check.
    4. In the Memo field, enter POS Refund.
    5. Select Save & Close.
  3. Verify the information and void the original check.
    1. Open the Chart of Accounts and double-click the Checking account.
    2. Make sure the journal entry created in step 2 matches the information in the original check.
    3. Void the original check (right-click then select Void Check).
  4. Deposit the payments.
    1. In the Payments to Deposit window, select both the positive and negative entries and choose OK.
    2. On the Make Deposits window, select Save & Close.

These steps will remove the negative entry on the Payments to Deposit screen while keeping the payment in the checking register.

 

On the other hand, you can apply these steps if a refund check has not been issued:

  1. From the Banking menu, select Transfer Funds.
  2. In the Transfer Funds window:
    1. Enter the Date.
    2. Choose the Transfer Funds From drop-down and select the Checking account.
    3. Choose the Transfer Funds To drop-down and select the Undeposited Funds account.
    4. In the Transfer Amount field, enter the amount equal to the negative deposit. This will offset the negative amount and create a balance of zero.
    5. (Optional) Add a memo.
  3. In the Payments to Deposit window, choose both the positive and negative entries and select OK.
  4. On the Make Deposits window, select Save & Close.

This way, the negative entry from the Payments to Deposit screen will be removed.

 

Just in case you wanted to track account balances by location or any other meaningful breakdown of your business, you can refer to this article: Set up and use class tracking in QuickBooks Desktop.

 

Please let me know if you need further assistance. I'll keep my notifications open. Stay safe and well!

View solution in original post

4 Comments
KlentB
QuickBooks Team

Reversed duplicate customer deposit in Point of Sale, now a deposit is stuck in QuickBooks

You're on the right track, dguest.

 

We can initiate a Financial Exchange between the two programs so that the reversal of deposit will sync in QuickBooks Desktop. In addition, we can do the exchange anytime or as part of your end of day procedure. Before diving into the process, please know that the financial exchange can only be done from the Server Workstation and your QuickBooks Desktop financial software company file must be open or you must have your financial software preferences set to allow automatic access during exchanges.

 

Here's how to perform a financial exchange As part of End of Day procedure:
 

  1. On the QuickBooks Desktop Point of Sale Server Workstation, choose Point of Sale.
  2. Select End of Day Procedure.
  3. Tick the Exchange data with QuickBooks check-box.
  4. Choose other End of Day options, as desired.
  5. Click OK when you're done.

In addition, we can also do a Manual Exchange if you want to be sure that you have up-to-the-minute QuickBooks Desktop Point of Sale data or want to do mid-day billings from QuickBooks Desktop:

 

  1. From the Financial menu, select Financial Center.
  2. Choose Update QuickBooks Now.

I recommend reading this article to learn more about this process: Financial Exchange Overview.

 

Please know that we can also easily create and pay an invoice in QuickBooks Desktop Point of Sale, then transfer the transaction in QuickBooks Desktop by using this feature.

 

You can always go back to this thread if you have further questions about this topic. Feel free to tag my name in the comment section.

dguest
Level 1

Reversed duplicate customer deposit in Point of Sale, now a deposit is stuck in QuickBooks

Hi @KlentB 

 

Thanks for the reply.

 

Sorry if I wasn't clear in my original post.  I was slightly confused myself so probably wasn't as clear as I could have been.

 

Here's the problem: the duplicate customer deposit in QuickBooks Point of Sale keeps getting transferred over to QuickBooks desktop during the Financial Exchange.  We don't want this, because we never have had the money to refund or deposit.

 

If I go to Sale History in Point of Sale, I can see the original duplicate customer deposit, and the transaction Point of Sale created from me Reversing the transaction.  However, I don't see any way to delete these from Point of Sale, so it keeps getting sent over to QuickBooks during the Financial Exchange. 

 

I can also attach some pictures if that would be helpful.

 

Thanks again  

dguest
Level 1

Reversed duplicate customer deposit in Point of Sale, now a deposit is stuck in QuickBooks

Sorry- duplicate post

Jovychris_A
QuickBooks Team

Reversed duplicate customer deposit in Point of Sale, now a deposit is stuck in QuickBooks

Thanks for adding the details, @dguest.

 

I've got two options to prevent the duplicate deposit in QBDT POS from getting transferred over to QBDT during financial exchange. You can follow these steps using your QuickBooks Desktop Point of Sale:

 

Use this option when you already created a refund check and it is showing up in the bank account register.

  1. Back up the QuickBooks company file.
  2. Create a Journal Entry.
    1. Debit Undeposited Funds and credit the Checking account for the negative amount showing in the Payments to Deposit window.
    2. In the Name field, enter the customer's name.
    3. Set the date to match the date of the original check.
    4. In the Memo field, enter POS Refund.
    5. Select Save & Close.
  3. Verify the information and void the original check.
    1. Open the Chart of Accounts and double-click the Checking account.
    2. Make sure the journal entry created in step 2 matches the information in the original check.
    3. Void the original check (right-click then select Void Check).
  4. Deposit the payments.
    1. In the Payments to Deposit window, select both the positive and negative entries and choose OK.
    2. On the Make Deposits window, select Save & Close.

These steps will remove the negative entry on the Payments to Deposit screen while keeping the payment in the checking register.

 

On the other hand, you can apply these steps if a refund check has not been issued:

  1. From the Banking menu, select Transfer Funds.
  2. In the Transfer Funds window:
    1. Enter the Date.
    2. Choose the Transfer Funds From drop-down and select the Checking account.
    3. Choose the Transfer Funds To drop-down and select the Undeposited Funds account.
    4. In the Transfer Amount field, enter the amount equal to the negative deposit. This will offset the negative amount and create a balance of zero.
    5. (Optional) Add a memo.
  3. In the Payments to Deposit window, choose both the positive and negative entries and select OK.
  4. On the Make Deposits window, select Save & Close.

This way, the negative entry from the Payments to Deposit screen will be removed.

 

Just in case you wanted to track account balances by location or any other meaningful breakdown of your business, you can refer to this article: Set up and use class tracking in QuickBooks Desktop.

 

Please let me know if you need further assistance. I'll keep my notifications open. Stay safe and well!

View solution in original post

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