How do I add a negative value item to an invoice, as in applying a $300 credit to a client's invoice who overpaid on their last event?

I'm happy to help in applying the credit to the client's invoice, @chefetrain.

You can add a new item for the credit and enter a -300 amount on the next line. 

1. Go to the Invoices menu.
2. Click Create invoice.
3. Select an existing customer, or create a new one by entering their name, address, and email address.
4. Decide when you want to be paid by and set the date in the Due Date field.
5. Select Add product & service to add items or services you sold. Enter a description of the service.
6. Select Flat rate or By hour from the drop-down menu. Or select By item if you're charging for a product. Enter an amount. 
7. On the next line item, create a new item for the overpayment or credit. Click Add new.
8. Give it a name and save it.
9. Enter the -300 amount.
10. When you're ready, select Send invoice to email your invoice. You can also select the arrow and Preview to see what your customer will receive.

These articles will guide you to add transactions, connect a bank account, and manage your transactions.

• Connect bank and credit card accounts to QuickBooks Self-Employed
• Manually add transactions in QuickBooks Self-Employed
• Categorize transactions in QuickBooks Self-Employed

The Community team is open anytime should you have additional questions. Have a good one.

Hi @chefetrain, 

Hope you’re doing great. I wanted to see how everything is going about adding the credit on the invoice. Was it successful? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at anytime.

Looking forward to your reply. Have a pleasant day ahead!

Hi Liera

I followed these instructions but qbo is giving me an error of Transactions can only have one foreign currency at a time, is there any other way of doing it?

Allow me to step in and share some insights about the error, PriscaRawago.

This error comes up if the customer in QuickBooks doesn't match the currency of the invoice. Or if it doesn't support multi-currency. 

Please ensure the assigned currency on the invoice should also be the same in your QuickBooks account. A customer can only have one currency.

Also, you've mentioned that you're using QuickBooks Online (QBO). The process of creating credits for customers is different from QuickBooks Self-Employed (QBSE).

QBO allows you to create a credit memo for overpayments. Then, apply it to future invoices. Please browse this link: Create and apply credit memos.

In QBSE, creating credit isn't available. You can process a refund in two different options. 

Before you start, I recommend reaching out to an accountant or tax adviser. Doing this will ensure you're posting it to the right account depending on the type of business you have.

The first option is to locate the original income you recorded and mark it as excluded. This will be removed from the estimated tax calculation. You don't have to record the refund since this isn't part of the schedule C category.

If you need to record this refund, the second option would be to mark it as personal expenses or business other expenses. However, as mentioned in the first option, you'll need to exclude the original income to exclude the estimated taxes. 

Let me know if you have follow-up questions about this by commenting below. I'm always right here to manage overpayments.

i add the negative amount but once i leave that line and go to the next line it takes the number away and

i have to go back up and re-enter it again. It stays the second time. Any ideas?

Let's resolve the error you're having when creating an invoice, @deanafletcher.

A regular browser's cache stores temporary internet files from your browsing history. However, since it accumulates too many files, your account may experience performance issues. This could be the cause of the problem you're getting when creating an invoice.

When trying to create an invoice, I recommend utilizing a private browser or an incognito window. Then, if it works, clear the cache in the one you're now using. 

Here's how to do it:

• Safari: Command + Shift + N
• Mozilla Firefox: CTRL + Shift + P
• Google Chrome: CTRL + Shift + N 
• Microsoft Edge:  CTRL + Shift + P

Refer to this article on how to delete browser cache and Intuit-specific cookies to easily resolve issues with QuickBooks Self-Employed (QBSE): Clear cache and cookies. You can also proceed by using other browsers if the steps above don’t work.

Once you've received the customer payment, check out the following article on how to add your income in QBSE. Here's more information on how to manually add transactions in QuickBooks Self-Employed. Also, the following article will guide you on how to categorize transactions in QuickBooks Self-Employed.

Please let me know if you have any questions about your invoices. Let me know in the Reply section below. Keep safe and enjoy the rest of the day!

It used to do that. Now it won’t let me anymore and turns red. How can i do this?  It’s really needed 

Let's perform some troubleshooting solutions to get this sorted out, TheColorWheel. 

There are times when a browser's cache data becomes full of frequent access to web pages or is damaged. This causes odd behavior in QuickBooks Self-Employed (QBSE). To better isolate this issue, let's try signing in to your account using a private or incognito window. This mode doesn't use the existing cache data and helps us confirm browser-related issues. Here's how: 

• For Google Chrome browser: Ctrl + Shift + N
• For Mozilla Firefox browser: Ctrl + Shift + P
• For Safari browser: Command + Option + P

If you are trying to record a refund, we can locate the original income you recorded and mark it as excluded. This will be removed from the estimated tax calculation. You don't have to record the refund since this isn't part of the schedule C category. The second option would be to mark it as personal expenses or business other expenses. However, as mentioned in the first option, you'll need to exclude the original income to exclude the estimated taxes. 

If it works, go back to your regular browser and clear the cache to delete those temporarily stored files and browsing history. The overtime collection of data can create corruption, however, removing this should fix the issue. You can also use supported, up-to-date browsers to roll out the possibility of a browser-related issue. 

For more tips and other resources, you may visit our page in managing your business in QuickBooks: QBSE Self-help articles.

I'd like to know how you get on after trying the steps as I want to ensure this is resolved for you. Just reply to this post and I'll get back to you. Take care always.

I use the app. I’m REALLY frustrated. I need to be able to use negative numbers when people make payments in cash or when i give a discount t or otherwise/ now everything looks unprofessional and i cannot subtract a  thing. Please advise. 

I appreciate you for coming back to the thread and adding further details, TheColorWheel. This isn't the kind of feeling that I'd wish you to have, and I can see how important adding a negative value item to an invoice to your business. Let me share troubleshooting steps to fix this as soon as possible to ensure everything is accurate.

There are times that your QuickBooks app has a lot of data which causes unusual behavior such as entering negative numbers turns red. To resolve this, I suggest resetting the app data. Doing so helps in fixing any sorts of errors in the system.

Here's how:

1. From the Menu ☰, select Help & Feedback.
2. Press on Refresh Data.
3. Click on Refresh.

If you're still getting issues after resetting the app's data, I suggest uninstalling and reinstalling the app. Please know that uninstalling the app won't lose any data in your QuickBooks Self-Employed.

Lastly, you can also refer to this article to see different information about how QBSE designed to help you record your self-employed income and expenses, track mileage, and prepare your Schedule C: QuickBooks Self-Employed Overview.

Please post a reply below if you have other concerns with your QuickBooks Self-Employed app. I'll be more than happy to assist you again. Have a great day and take care always.

There is no menu = data refresh button in my app that i see.  Tell me where it is because I just went through my app for 20 minutes and cannot find anything like it. Also I have people want to make a deposit and I need people to be able to make a deposit on jobs so they can hold the date. But the app requires them to pay in full. Is there a way I can adjust it to where they can pay less amounts than the full invoice 

I’ve tried everything and if i, for instance give some one a discount of 250 and want to put -250 it turns red and says invalid.  I’m so frustrated. I have a lot of work tk do and it’s always allowed that. For weeks now I’ve Been having to write things in the notes which is absolutely unacceptable, looks terrible and isn’t get mass to be able to lay out in front of people. I really need you to tell me how to fix this ASAP

Thanks for getting back to us, and share additional details, @TheColorWheel.

The other way to refresh your data is by going to your Intuit Account and Setting. Under the Account column, you can see the Refresh Data button. However, if you still don’t see the Refresh Data button, I'd suggest uninstalling and reinstalling the QBSE application. 

In the meantime, you can open your QBSE account via a regular browser and add the negative item for your invoices. In QBSE, you can add only add products and services to the invoice. If the item is already entered in the company, create another one with the correct information or put a negative amount from there. 

Here’s how:

1. Open the invoice you’re working on.
2. Navigate to the Product or Service section.
3. Go to the line item in question and click the drop-down to select Add new.
4. In the Product or service window, enter the item details in the Name field.
5. Fill in the remaining boxes with the right information.
6. Click Save to keep the changes.

I’m also adding an article that provides an overview of the Invoice feature. It includes instructions on how to customize the sales template, turn on the payments option, etc: Create invoices in QuickBooks Self-Employed.

If the issue persist, I’d suggest contacting our Customer Support Team. They have tools that can investigate this matter and provide you additional steps so you can send discount to your customer. To reach them, see this article: Contact QuickBooks Self-Employed Support. This provides details on how you can contact QBSE support using iOS and Android phones.

For future reference, here are breakdowns of the categories and how they appear on your reports. You can also use it as your guide at tax time: 

• Categories in QuickBooks Self-Employed.
• QuickBooks Self-Employed Schedule C Categories breakdown.

You can always count on us if you need anything else with managing your account. I'm always here to address them for you. Stay safe.