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SMac2228
Level 1

How do I process a refund and have the invoice still show as open? Customer still owes the money (paid w/wrong card, so we refunded the first payment)

We did a job for a customer and sent them an invoice. On 4/9 they paid, I applied payment to the invoice. On 4/10 customer let us know they had used the wrong credit card, asked us to refund and they would re-pay with a different card. (Note: we do not use Quickbooks to handle the actual credit card transaction, just to note it for our bookkeeping). 
When I processed the refund, it still shows the invoice as closed/paid. How can I process the refund but still have the invoice show as open/unpaid, so I can process payment #2, since both payments are for the same invoice?
1 Comment 1
ReymondO
Moderator

How do I process a refund and have the invoice still show as open? Customer still owes the money (paid w/wrong card, so we refunded the first payment)

Hey there, @SMac2228. I'd be glad to share insights about recording invoice refunds in QuickBooks Online. 

 

Before we proceed, can you tell me how you record the refund in QuickBooks? There are various ways of recording a refund in the program. Any additional info would be much appreciated.

 

Once you fully paid an invoice, this will be marked as paid in the system. If you create a refund, the transaction will remain closed since this only affects your customer's balance and not the actual invoice. 

 

Since your customer repays you again with the correct bank, you can create a separate invoice and record the payment again. Doing this will ensure that the payments from both banks are recorded in QuickBooks and match with your bank statements.

 

Here's how to create an invoice:

 

  1. Click + New and select Invoice.
  2. Choose a customer from the Add customer ▼ drop-down list. Make sure all of their info is correct, especially their email address.
  3. Review the Invoice date, Due date, and Terms
  4. Select Add product or service and choose a product or service from the ▼ drop-down menu.
  5. Enter a quantity and rate, if needed.
  6. Click Save and close when you’re done.

 

When you're done, you can now record the invoice payment with the correct bank.

 

Moreover, you can check this article for additional reference in recording customer refunds in QuickBooks: Record a customer refund in QuickBooks Online.

 

Aside from creating a refund, you can also give credits to your customers to immediately reduce their current balance.

 

If you have additional questions about handling customer refunds, just add them to the thread. I'll be more than happy to help.

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