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hechoamano
Level 1

Open Balance / Existing Credit / Unapplied Amount

Hello!

 

I have an issue where I show an open (positive) balance for a customer and yet the invoice is paid.

 

This seems to happen after I edit an incorrectly entered payment. 

 

The difference of the change seems to get created as this open balance and on all payments for a (paid) invoice for that customer show it as an existing credit below. I've checked the "apply existing credits" and re-saved the payments but that just shifts the amount to "unapplied amount" and the open balance remains.

 

Thanks for any guidance.

9 Comments 9
JenoP
QuickBooks Team

Open Balance / Existing Credit / Unapplied Amount

Editing the payment might have removed the link between the transaction and the invoice, hechoamano. 

 

Try deleting the edited payment, then go back to the invoice and receive the payment again.

 

If you can still see that the invoice is still open, please call our phone support. They'll help you double-check the payment and determine why it's not closing the invoice. Here's how:

 

  1. Go to this link: https://help.quickbooks.intuit.com/en_US/contact.
  2. Select QuickBooks Mac Desktop.
  3. Select the Account Management $ Orders option, then select a sub-topic.
  4. Click Get Phone Number.

We'll keep an eye for your reply in case you have follow-up questions. 

hechoamano
Level 1

Open Balance / Existing Credit / Unapplied Amount

Thanks - Will things get messier if I have already made the deposit from that payment?

JenoP
QuickBooks Team

Open Balance / Existing Credit / Unapplied Amount

Hi again, hechoamano.

 

You might need to delete the deposit as well so the payment will not be posted in your Undeposited Funds account. This way you can also receive payment from scratch and deposit will not be duplicated. 

 

Please add another reply below if you have further questions.

StudentABC
Level 3

Open Balance / Existing Credit / Unapplied Amount

Can an existing credit memo be edited to add a purchase order number and a credit number?  I created a CM pdf when depositing client payment, but now I cannot find how to add this information to it.  Any help is most appreciated. Thank you.

Joshua R
QuickBooks Team

Open Balance / Existing Credit / Unapplied Amount

Good afternoon, @StudentABC

 

Welcome back to the Community, glad you're here.

 

Add PO Number

 

1. To add a PO number you'll just need to open up the credit memo.

2. Above amount there is a box for PO NO., enter the number in that field.

 

Add Credit Number

 

1. To add a credit number you can enter it in the MEMO field beneath customer message.

 

2. Then, save and close.

 

Here's an article about recording a credit memo that could be helpful: Record a credit memo or refund in QuickBooks Desktop for Mac.

 

Thank you for reaching out. If you have any other questions feel free to post again, or reply to this thread. Have a good day!

 

 

 

 

StudentABC
Level 3

Open Balance / Existing Credit / Unapplied Amount

Hi Joshua, Thanks for responding.

The problem is I can't open the credit memo.  I deposited the check into undeposited funds. The prompt asked if I wanted to print a CM and I did.  I am on a PC, not a Mac so the Transaction Center is not there.  Do you know how to do it on a regular computer, not Mac? Thanks so much.  I am concerned if I go to create a CM again under customer jobs I will duplicate the credit amount.  The credit amount is under Customers>Receive pmts> Discounts and Credits.  But I can't edit it to add the purchase order number.

Any idea would be so appreciated. Thank you. Student ABC

Kristine Mae
QuickBooks Team

Open Balance / Existing Credit / Unapplied Amount

I've replicated your concern using the QuickBooks Desktop for Windows, StudentABC.

 

This looks like an overpayment. You don't have to manually create a credit memo. The overpayment will automatically create an unused credit in our program. Although, you'll be unable to edit this transaction.

 

You can only edit a manually created credit memo, then add the PO number in the Memo field.

 

Let me share this article about giving your customer a credit or refund in QuickBooks Desktop for Windows for future reference. 

 

If you have other concerns, we're right here to help you. Don't hesitate to reach out to us. 

StudentABC
Level 3

Open Balance / Existing Credit / Unapplied Amount

Thank you for responding. An overpayment is exactly what it is.  I have the credit on account. The CM created was done automatically, so I could not add any information.  If I were to create a manual one with the PO needed, print that, wouldn't that be double amount of credit on the client's account?  Would deleting it create an imbalance in my balance sheet?

GraceC
QuickBooks Team

Open Balance / Existing Credit / Unapplied Amount

Hello there, @StudentABC.

 

When you create another credit memo it will double up the credit on the customer or project's account.

 

In the meantime, you can run the Accounts Receivable A/R report to that specific project or customer. From there, you can edit the credit memo and add a PO number. Let me guide you how

 

  1. Go to the Reports.
  2. Select the Report Center.
  3. Type Accounts Receivable A/R  in the search box.

You can also go to the undeposited register to see what transaction type and customer payment type.

 

Also, you can check out this article that provides an overview of customizing reports: Customize vendor reports in QBDT.

 

Please know you can continue to reach me here with any additional questions. Thanks for coming to the Community, wishing you continued success.

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