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Level 2

Client shows Credit after a refund



I received a payment from my client that wasn't for my company.  I went into "receive payments" put the amount of money they paid and left it as a credit to the client.  2 months later after they wanted a refund check i went into the "refunds & credits" and put the amount of the credit and hit "refund".  The option came up to print the check and everything seemed great.  But now when i go into "receive payments" the client is still showing they have a credit even though i refunded them that money.  I clicked on "apply credits"  but there is nothing in there to link it too.  I went back to the credit memo i entered and it states remaining credit 0.00 dollars. 

How can i link these to make this client show they have no credits left?? 


Side note:  Payment was received with QB 2013,  credit/refund with QB 2020 not sure if that could cause a problem.


Client shows Credit after a refund

Hello there, DGoodwin,


Let's check the transaction history. This will let you see the transactions related to this one. 

  1. Locate the refund check.
  2. Click to open, then select Reports.
  3. Click Transaction History.

The transaction created might be incorrect thus resulting in this error.


If it's correct and the error persists, let's try this:

  1. Click File.
  2. Go to Utilities, then choose Verify Data.
  3. If QuickBooks detected no problems, there's no further action needed. If you receive a message, "Your data has lost integrity", the file is damaged. Just continue to Rebuild Data to correct the problem.
  4. When you Rebuild Data, you'll receive a message to back up your company file, just click OK. The utility starts as soon as the back up is finished.
  5. Click OK when you get the message "Rebuild has completed".
  6. Run Verify Data again to check for remaining data damage.

Let me know if you have other questions.

Level 2

Client shows Credit after a refund

I verified the file and there were no issues.


Also i took a screenshot of the check.

QuickBooks Team

Client shows Credit after a refund

Thanks for the prompt reply and for providing us a screenshot, @DGoodwin.


I got few options that you can consider to get around this. You can delete the customer payment so it won’t show on your customer profile. On the other hand, you can delete the credit memo associated with the refund check and recreate the refund check within the payment transaction.


You can also select the option Refund the Amount to your Customer to refund the payment immediately. This way, you’ll no longer need to create a refund check. Let me guide you how.

  1. From your QuickBooks Desktop (QBDT) software, navigate to the Customer menu.
  2. Select Customer center.
  3. Locate and select the appropriate customer.
  4. From the transactions tab under your Customer Information, select the Payment transaction amounting $9,962.
  5. Thick the Refund the Amount to the Customer option and click Save & Close1.JPG

Additionally, I got you this article that you can use to guide you on how to properly record a refund to your customer in the future: Give your customer a credit or refund in QuickBooks Desktop for Windows.


In case you have other concerns or questions, feel free to tag me in. I’m just around to assist you. Keep safe and take care.

Level 2

Client shows Credit after a refund



Thank you for your help.

Unfortunately those instructions weren't viable while having open invoices.  Unless quickbooks add a feature to show "overpayments" to the customer payment screen WHILE having open invoices it's impossible to refund the client through the customer payment screen.  To work around it i just made a new client to accept the payment and refund them. 


Thank you


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