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tgeorge
Level 1

Can a customer payment with a status of partial (small credit) be cleared by entering an invoice for the same amount?

 
Solved
Best answer May 19, 2020

Best Answers
JamesDuanT
Moderator

Can a customer payment with a status of partial (small credit) be cleared by entering an invoice for the same amount?

Hello tgeorge,

 

When you pay an invoice with over payment, this would be the status of the transactions look like:

  • Invoice = Paid
  • Payment = Partial

Yes, the Partial status will be changed to Closed as soon as you applied the over payment to another invoice.

 

Meanwhile, you mentioned on your other reply that there is another credit (over payment) with the Unapplied status. This was created directly in the Receive Payment window. Unlike the other over payment, This one is not linked to any invoices or transactions.

 

Since you mentioned that the one applied to the invoice is the credit (Unapplied), that makes the over payment (Partial) remained open. This credit should be automatically applied to any open invoices as you turned on the Automatically Apply Credits function.

 

On your recent response, what you're thinking can work. We can delete or void the payment ($297.51). Before that, make sure you take note of the payment date, where it was deposited, and the other details.

  1. Open the payment (with Partial status).
  2. Click More at the bottom of the Receive Payment page.
  3. Select Delete or Void.
  4. Click Yes to confirm the action.

This will leave the invoice open again. From there, you can create another payment with the correct amount.

 

Once you've corrected the transactions, you can already reconcile the account.

 

Let me know if you have additional questions so we can get to the bottom of this.

 

View solution in original post

8 Comments
IamjuViel
QuickBooks Team

Can a customer payment with a status of partial (small credit) be cleared by entering an invoice for the same amount?

Hello, @tgeorge.

 

Just to clarify, are you referring to clearing off a customer's overpayment? Yes, it can be cleared. Let's first make sure that you have set QuickBooks to automatically apply cred

 

Here's how:

  1. Go to the Gear Icon.
  2. Choose Account and Settings.
  3. Select the Advanced menu.
  4. From the Automation section, click the Pencil Icon.
  5. Mark the tick box for Automatically apply credits.
  6. Click the Save button.

  7. Hit Done.

By following the steps above, QuickBooks will automatically apply your customer's credits to their future invoices without creating a credit memo. Also, you can create a refund for the overpayment. You can read through this article for more detailed steps: Handle a customer credit or overpayment in QuickBooks Online.

 

Let me know if you have other questions about managing your customers' balances in QuickBooks. I'm just a few posts away.

tgeorge
Level 1

Can a customer payment with a status of partial (small credit) be cleared by entering an invoice for the same amount?

I do have the Apply Credits set to on. I was able to clear 2 other small credits, as you describe. However, this one will not do that. I have the invoice for $12.18, the credit on the payment made is $12.18, but they are not offsetting each other. The only thing I notice that was different on at least one of the other two, was payment that left a credit had a status of Unapplied Credit, and this problem credit has a status of Partial payment.  

 

I've attached a copy of the snip I took.

 

 

tgeorge
Level 1

Can a customer payment with a status of partial (small credit) be cleared by entering an invoice for the same amount?

I checked and I do have that setting as on for Automatically Apply Credits. I was able to clear two other small credits, but this one did not. The difference between at least 1 of the others was the status: the one I could clear (and noticed) had a status of unapplied credit. The problem transaction has a status of partial payement. These also were done in 2019, so perhaps we didn't have the turned on at the time? Would that matter?

I've attached a pdf of the snip I took of the problem transaction.

 

Rejeil_O
QuickBooks Team

Can a customer payment with a status of partial (small credit) be cleared by entering an invoice for the same amount?

Welcome in Community @tgeorge,

 

You can receive the payment of your invoice to make your overdue transaction paid. If the unapplied credit is not applying on the invoice it is because the automated apply credit feature in QuickBooks Online account is not yet turn on. So if one of your unapplied credit was not able to link to your invoice, we will do it manually.

 

Here's how:

  1. On your overdue invoice, click the Receive payment to expand the view.
  2. Select both invoice and also the unapplied credit
  3. Click either Save and Close or Save and New button.

 

You can read this article in case you need help pulling up the unpaid invoice report: Open Invoices Report.

 

If you have additional questions, feel free to leave a message in the comment section. I'll be happier to help. Have a good one!

tgeorge
Level 1

Can a customer payment with a status of partial (small credit) be cleared by entering an invoice for the same amount?

I know how to apply an "unapplied credt" against an invoice created to write off a small credit. I had three to do. I was able to complete 2, but the third one is not cooperating. As a status, the invoice with the over payment applied is marked as "Partial". The amount that was over paid happens to be the amount of the sales tax, The invoice involved totaled to $284.70, the payment we received on 6/25/2019 was in the amount of $297.51. The balance on the invoice shows as -$12.81, but the Total of the invoice shows as $297.51 with "Partial" as the status. I can't find a method of joining the two amounts ($-12.81 on payment and $+12.81 on invoice. I have to be extra careful, because we're crossing years. I don't understand why I can't find a definition of the status "Partial". I would think that should mean something to QBO. I was thinking: void the payment, and create a new one for the amount of the invoice $284.70, and create a separate payment for the $12.81. I would need to fix the recon for June 2019 to reflect and balance the recon for that account. Any other suggestions on how to modify/delete/apply these would be appreciated. Just don't send any more suggestions about automatically applying credits. We're past that now. Thanks

JamesDuanT
Moderator

Can a customer payment with a status of partial (small credit) be cleared by entering an invoice for the same amount?

Hello tgeorge,

 

When you pay an invoice with over payment, this would be the status of the transactions look like:

  • Invoice = Paid
  • Payment = Partial

Yes, the Partial status will be changed to Closed as soon as you applied the over payment to another invoice.

 

Meanwhile, you mentioned on your other reply that there is another credit (over payment) with the Unapplied status. This was created directly in the Receive Payment window. Unlike the other over payment, This one is not linked to any invoices or transactions.

 

Since you mentioned that the one applied to the invoice is the credit (Unapplied), that makes the over payment (Partial) remained open. This credit should be automatically applied to any open invoices as you turned on the Automatically Apply Credits function.

 

On your recent response, what you're thinking can work. We can delete or void the payment ($297.51). Before that, make sure you take note of the payment date, where it was deposited, and the other details.

  1. Open the payment (with Partial status).
  2. Click More at the bottom of the Receive Payment page.
  3. Select Delete or Void.
  4. Click Yes to confirm the action.

This will leave the invoice open again. From there, you can create another payment with the correct amount.

 

Once you've corrected the transactions, you can already reconcile the account.

 

Let me know if you have additional questions so we can get to the bottom of this.

 

View solution in original post

tgeorge
Level 1

Can a customer payment with a status of partial (small credit) be cleared by entering an invoice for the same amount?

Thank you, James, for the response. It's a longer story, but the short version is I had the write off invoice set to the wrong customer. Once I undid the transaction, and wasn't seeing the invoice listed as outstanding, it become more clear.  Feel rather foolish, but I'm working with a complicated setup. It's not easy to determine the full customer name.

 

My apologies to everyone who tried to help! Glad I could get it resolved. Stay safe & healthy!

Kendra H
QuickBooks Team

Can a customer payment with a status of partial (small credit) be cleared by entering an invoice for the same amount?

Thanks for following up on this thread, @tgeorge

 

I'm glad to hear that the suggestion made by my colleague was able to resolve your issue. 

 

Please know you can always reach out to the Community anytime you find you need assistance. We will be here for you every step of the way. Take care and have a wonderful rest of your week!

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