Vendor Overpayment

E11 · ‎April 09, 2024

We paid a vendor with check #691 for $2,330.18. They never received the check. We replaced this check with #698. In the meantime, they received the original check #691 and deposited it.

A day later they received the replacement check #698 and also deposited it.

Just before I knew they deposited both check, I paid our outstanding bill with check #706 for $2,058.88.

They just told me they received this last check #706 and would not deposit it (and will shred it) because both the previous check left us with a credit balance of $271.30

How do I handle in quickbooks where 2 checks were written for the same amount & paid for the same invoices (both for $2,330.18), then left an outstanding invoice of $2,058.88 that the check wasn't deposited.

Quickbooks won't let me overpay the invoices to leave us a credit.

We need our bank reconciliation to balance too.

Thanks

Rainflurry · ‎April 10, 2024

@E11

1) Pay the bill for $2,330.18 with check #698.

2) Record check #706 for $0.00/VOID.

3) Pay the bill for $2,058.77 with check #691. QB Desktop allows you to overpay a bill. It records the overpayment as a credit. Delete the original check #691 and pay the bill with a new check #691.

View solution in original post

Rainflurry · ‎April 11, 2024

@E11

On the Pay Bills screen, the far-right column shows 'AMT. TO PAY'. You can manually enter more than the amount due on the bill.

View solution in original post

JamesAndrewM · ‎April 09, 2024

Thanks for detailing your concerns here in the forum about the vendor overpayment. Let me help you handle these transactions for you.

First, you can void check #706 since you've mentioned that they only receive the check and will not deposit it.

For check #691 you can record it as a regular check in QuickBooks Desktop. Meanwhile, if you want to set the duplicate check #698, you can edit it and change the Category to Accounts Payable. This way, you can use it as a credit in the future when you record another bill.

For detailed information, refer to this article: Create, modify, and print checks in QuickBooks Desktop.

I'm adding these articles you can use in the future:

By following these steps, you should be able to handle the vendor overpayment in QuickBooks Desktop while ensuring that your bank reconciliation balances correctly. If you encounter any issues or have further questions, don't hesitate to reach out again for assistance. Best regards!

Rainflurry · ‎April 10, 2024

@E11

1) Pay the bill for $2,330.18 with check #698.

2) Record check #706 for $0.00/VOID.

3) Pay the bill for $2,058.77 with check #691. QB Desktop allows you to overpay a bill. It records the overpayment as a credit. Delete the original check #691 and pay the bill with a new check #691.

E11 · ‎April 10, 2024

Thanks for your reply. That was my original solution, but I don't see an option to overpay in QB Desktop.

Rainflurry · ‎April 11, 2024

@E11

On the Pay Bills screen, the far-right column shows 'AMT. TO PAY'. You can manually enter more than the amount due on the bill.

E11 · ‎April 11, 2024

Thank you! I was so focused on the amount due column.

MorganB · ‎April 11, 2024

I'm so glad to see you received the answers you were looking for here in the Community, E11. This is a perfect example of what makes this space so great. You know where to come if you ever need a hand again in the future.

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