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Mason P
Level 1

How do I fix a returned payment from customer disputed payment on Quickbooks?

I have figured it out! 

Background: I have the same issue, a customer disputed a charge on accident. They then later paid me.

I had two payments and one invoice. This has been resolved by creating a new invoice for the the payment and then deleting the old invoice.

The tricky part is getting past the "This transaction has been deposited. If you want to change or delete it, you must edit the deposit it appears on and remove it first."

 

**Before you can do the next step, you have to jump through another hoop. You will have to find your expense in the category and delete the transaction. **

 

To do this:

- You must first categorize this transaction.

- Go to Transactions

Go to Bank Transactions

- Find the payment and categorize it under something easy to find. I made a Category called "Returned Payments"

- After you have categorized this, Go to "Reports"  then find the Category in your "Profit and Loss" statement.

- When you expand your Category, you will be able to find this transaction listed.

- Open the transaction and select "more" at the bottom. Then select "Delete"

 

*Remember the date so you can find the transaction in the next step easily*

 

 

 

Here is how to delete the deposit:

To edit a deposit in QuickBooks Online, you can do the following:
  1. Log in to QuickBooks Online
  2. Go to Settings and select Chart of Accounts
  3. Find the account you're reconciling
  4. Select View Register
  5. Find the deposit you need to correct
  6. Select the deposit to expand the view
  7. Select Edit
  8. Make the necessary changes you want (You will need to Uncheck  the customers invoice that you want to delete.)
  9. Select Save and Close This will prompt a notice saying that you are changing the deposit amount, that is fine.

 

 

Now you can go back to your customer and delete the payment that was disputed. After you delete it, refresh your invoices page and the Needs Attention will be gone!

 

 

This is how I solved it, if someone sees something wrong with this method, please let me know! 

 

You should now have your new payment applied to the original invoice and no other additional payments on your customers page.

 

Mason P
Level 1

How do I fix a returned payment from customer disputed payment on Quickbooks?

I have figured it out! 

Background: I have the same issue, a customer disputed a charge on accident. They then later paid me.

I had two payments and one invoice. This has been resolved by creating a new invoice for the the payment and then deleting the old invoice.

The tricky part is getting past the "This transaction has been deposited. If you want to change or delete it, you must edit the deposit it appears on and remove it first."

 

 

Here is how to delete the deposit:

To edit a deposit in QuickBooks Online, you can do the following:
  1. Log in to QuickBooks Online
  2. Go to Settings and select Chart of Accounts
  3. Find the account you're reconciling
  4. Select View Register
  5. Find the deposit you need to correct
  6. Select the deposit to expand the view
  7. Select Edit
  8. Make the necessary changes you want (You will need to Uncheck  the customers invoice that you want to delete.)
  9. Select Save and Close This will prompt a notice saying that you are changing the deposit amount, that is fine.

 

 

Now you can go back to your customer and delete the payment that was disputed. After you delete it, refresh your invoices page and the Needs Attention will be gone!

 

 

This is how I solved it, if someone sees something wrong with this method, please let me know! 

 

You should now have your new payment applied to the original invoice and no other additional payments on your customers page.

 

Mason P
Level 1

How do I fix a returned payment from customer disputed payment on Quickbooks?

I have figured it out! 

Background: I have the same issue, a customer disputed a charge on accident. They then later paid me.

I had two payments and one invoice. This has been resolved by creating a new invoice for the the payment and then deleting the old invoice.

The tricky part is getting past the "This transaction has been deposited. If you want to change or delete it, you must edit the deposit it appears on and remove it first."

 

 

Here is how to delete the deposit:

To edit a deposit in QuickBooks Online, you can do the following:
  1. Log in to QuickBooks Online
  2. Go to Settings and select Chart of Accounts
  3. Find the account you're reconciling
  4. Select View Register
  5. Find the deposit you need to correct
  6. Select the deposit to expand the view
  7. Select Edit
  8. Make the necessary changes you want (You will need to Uncheck  the customers invoice that you want to delete.)
  9. Select Save and Close This will prompt a notice saying that you are changing the deposit amount, that is fine.

 

 

Now you can go back to your customer and delete the payment that was disputed. After you delete it, refresh your invoices page and the Needs Attention will be gone!

 

 

This is how I solved it, if someone sees something wrong with this method, please let me know! 

 

You should now have your new payment applied to the original invoice and no other additional payments on your customers page.

 

Mason P
Level 1

How do I fix a returned payment from customer disputed payment on Quickbooks?

My last post was incorrect. You do not need to do the entire middle section. 

 

Simply jump to the section labeled "How to delete the deposit"

 

Sorry for the extras!

CamelleT
Moderator

How do I fix a returned payment from customer disputed payment on Quickbooks?

Thanks for joining the thread, Mason.

I truly appreciate the time and effort you’ve taken to provide detailed information about the fix that worked for you. Your thorough explanation serves as a valuable reference for other users who may encounter the same problem. By sharing your experience, you’re contributing to a supportive community and assisting others in resolving similar concerns more efficiently.

If you have questions about handling payments in QuickBooks Online, you're always welcome to post a comment below, Mason. I'd be glad to respond promptly. 

Proworksinc
Level 2

How do I fix a returned payment from customer disputed payment on Quickbooks?

What about bank fees added to the rejected payment?  It doesn’t match the original payment and invoice owed because of the added fees. 

Rebecca97
Level 1

How do I fix a returned payment from customer disputed payment on Quickbooks?

This is an old post but I just had the same issue and couldn't find a complete answer on the post. I spent two hours with support telling me to do contradicting things, or things that just flat out didn't work. I could not delete the entire deposit because a customer paid 4 invoices and only two were returned. This is what I did that finally worked. 

 

1. Go to Sales > Customers > Select Customer and scroll down the transaction list until you find the payment that was returned.

 

2. Click on the payment and then click "Edit"

 

3. Uncheck the invoice the payment was applied to. Click Record & Close - a box will pop up asking if you want to apply it as a credit. Click Save as a Credit.

 

4. Now go to banking transactions and find the debit/withdrawal for the returned payment in your bank account. Record the transaction type as an Expense. Enter the customer name in the paid to/from. Make the category your A/R account, and Post.

 

5. Go back to the payment transaction - Sales > Customers > Select Customer and scroll down the transaction list until you find the payment that was returned. Click Edit. Check the checkbox next to the Expense you just posted. Click Record & Close.

 

This should show reopen the invoices and remove the "needs attention."

 

6. If you charged a fee for the returned payment, you can either:

- Go to Products & Services > New Product/Service > Service. Name the service "Bank Fees" assign your "bank charges & fees" expense account as the income account and save. Then return to the invoice you just reopened and add a line item for the returned payment fee you charged. Save and close.

- Or you can add an adjustment when you receive payment.

 

If the invoice has since been paid by another method such as wire/ACH/check and you are ready to receive payment:

 

7. Click +New > Receive Payment. Select the customer name, fill out payment method, Deposit to Undeposited Funds, and check the invoice that you just reopened. Adjust for the fee you charged if applicable and you did not add it directly to the invoice. Save the payment.

 

8. Now go back to bank transactions and a match to the payment you just created should appear with the deposit in your bank feed. Click "Match" and you're done!

 

 

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