Follow-up Question/Issue when recording vendor refund in QBDT

victoriah1956 · ‎November 29, 2023

Hello again,

Just when i think I've got it, I notice something amiss in my balances.

I just recorded a vendor refund following these steps:

1) Recorded a deposit,

2) Recorded a Bill Credit and

3) Linked the deposit to the bill credit.

As you can see on the attached screenshot, this left a negative balance with the Vendor. Why?

What did I miss? Any insight would be very much appreciated - again.

victoriah1956 · ‎November 30, 2023

Ok, I discovered why I was not seeing the results I needed to - Apparently, on Step 3, you need to go to "Pay Bills" from the left side bar (with the Vendor Center open). Go to "new transactions" tab in that window on the left and click Pay Bills. This will pop up a window with ALL of the bills to be paid for ALL Vendors. THIS IS WHERE you click SET CREDIT (at the bottom of this little window). From there, it's pretty self-explanatory.

THE DIFFERENCE IS - I was clicking the Vendor tab on the top ribbon of QBs screen. It's a totally different path which doesn't give you the same results.

It's a lot of exploring, reading, studying and trying things out until you find the solution... in addition to the great advice from this community. Thanks very much for your advice and guidance as I find my feet in this very complex, ever evolving puzzle called Quickbooks!

View solution in original post

MelroseV · ‎November 29, 2023

Hi there, victoriah.

Based on your screenshot it seems that you did not apply for the availability credit as payment to the bill.

To correct this, let's delete the bill payment and recreate it. This time we need to make sure that you set the available credit. Just follow the screenshot provided below and don't mind the unnecessary transaction.

You can see the Set Credit on the Pay Bills page. Once you click the Set Credit it will show a small window for the Apply Credits.

When we successfully link to the credit and the bill, the bill payment will show the amount of zero.

You can check this article on how to run and customize reports in QuickBooks Desktop.

You can always get back to me here if you have any other questions about bills. I'll be around to lend a hand. Have a great day.

victoriah1956 · ‎November 29, 2023

Ok, I'll try that again. I did try it - but at one point the button was greyed out. Another time it showed 2 duplicate credits...

victoriah1956 · ‎November 30, 2023

Ok, I discovered why I was not seeing the results I needed to - Apparently, on Step 3, you need to go to "Pay Bills" from the left side bar (with the Vendor Center open). Go to "new transactions" tab in that window on the left and click Pay Bills. This will pop up a window with ALL of the bills to be paid for ALL Vendors. THIS IS WHERE you click SET CREDIT (at the bottom of this little window). From there, it's pretty self-explanatory.

THE DIFFERENCE IS - I was clicking the Vendor tab on the top ribbon of QBs screen. It's a totally different path which doesn't give you the same results.

It's a lot of exploring, reading, studying and trying things out until you find the solution... in addition to the great advice from this community. Thanks very much for your advice and guidance as I find my feet in this very complex, ever evolving puzzle called Quickbooks!

FritzF · ‎December 05, 2023

Hi, victoriah1956.

Thank you for sharing the steps you've done to resolve this here in the thread. This will surely help other users as well in the future.

Stay safe and have a good one.

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Follow-up Question/Issue when recording vendor refund in QBDT