I appreciate your time in detailing your concern, awilp. I've got some information about handling an overpayment from a customer in QuickBooks Desktop (QBDT).
Since you're unable to see the credit balance from the journal entry for your customer's overpayment, It could be due to how the journal entry was created or linked. To address this, ensure the journal entry is correctly linked to the Accounts Receivable (A/R) account. If it’s not, it won’t show up as a credit that can be applied to customer transactions.
Once you've verified your entry, you can follow the steps below on applying the General Journal Entry to the existing credit. Here's how:
- From the Customers menu, select Receive Payments.
- Enter the name of the customer in the Received From field.
- Select the invoice and choose Discounts & Credits.
- Under the Credits tab, select the available credit and select Done.
- Select Save & Close.
However, if the issue persists after following these steps, we can use the Verify Data tool to identify common errors in your company file and then use the Rebuild Data tool to correct them. Before proceeding, it's essential to create a backup copy of your company file to safeguard your data during this process.
To verify your company data:
1. Click File, then select Utilities.
2. Select Verify Data.
3. Then, select OK.
To rebuild your company data:
1. Go to the File, then select Utilities.
2. Click Rebuild Data, then click OK to close all windows.
3. QuickBooks will ask you to make a backup before rebuilding your company file, tap OK. If you don’t want a backup, select Cancel to continue rebuilding your company file.
4. Once the rebuild's finished, select OK.
For detailed information, refer to this article: Verify and rebuild data in QuickBooks Desktop for Mac.
Moreover, you can easily keep track of your sales and expenses using predefined customer, job, and sales reports.
Feel free to continue posting in the Community if you have questions or need further assistance managing your customer's payment in QBDT. We're always here to provide a solution.
