Removing old credit Memos and checks that were never correctly tied together

Welcome to the QuickBooks Community, @CRobinson at RCofA! Let's make your concern easier since you've mentioned that the transactions are 10 years old now. I'm happy to share some details about the process that's best for you.

There are two ways to clear the credit memo. It's either linking it manually with the checks individually or create a Journal entry. Base on the number of credit memos and the age of the transactions, I recommend creating a Journal entry.

I'd be glad to show you how to create a Journal entry, however, I suggest contacting your accountant to make sure that the funds are posted to the correct accounts and ensure that your books are accurate.

Here's how:

1. Go to the Company menu and select Make Journal Entries.
2. Select the Accounts included in the entry and input the amount under the Debit or Credit column.
3. Enter the other details needed to be tracked such as the Memo, Name, Billable? or Class.
4. Select Save and Close. I've added some screenshots of what it looks like:

I've added an article to know more details on managing your Journal entry (JE) transactions: Create a journal entry in QuickBooks Desktop for Windows or Mac. It also contains steps on how to edit, reverse, and delete JE.

You can also go to this website if you are looking for an accountant to help you with your business that's near your location: Find a Pro Advisor Accountant.

Please know that I'm always eager to help if you have other questions or concerns. Take care!

The checks were cut the same time the credit was created. They were never attached so the credit still shows. but the check already exists I just need to know how to attach them together. 

Good afternoon, @CRo!binson at RCofA. 

Thanks for reaching back out to the Community. Allow me to provide you with some information about clearing the credit memo. 

Were the checks properly used to refund the credit? If not, you'll need to delete and re-enter them. This should help fix the issue. For further details, here's an article that shows you step by step how to: Give your customer a credit or refund in QuickBooks Desktop for Windows. 

To be sure of the best route for your business, I recommend consulting with your accountant. If you don't have one, no worries. Check out this link to find one near you. 

If you have any other questions, please feel free to leave a comment below. I'll get back here as soon as I can to help you again. Thanks for dropping by, wishing you a good one!

I am an accountant. I just want to know if I can link a check that has been cut to an outstanding credit. This way I wont mess up my bank recs. I understand how to fix it by deleting and recreating but I was asking if I can link a check to a credit. I'm not sure if I didn't explain my question very well but its a very simple question. I take it that its a no. 

Thanks for getting back to us, @CRobinson at RCofA.

Since the checks and the credits were already created, you can use the Receive Payments window to link them. This will help QuickBooks Desktop (QBDT) to track these transactions correctly.

Here's how to do it:

1. In QBDT, go to the Customers menu at the top.
2. Select Receive payments in the drop-down.
3. Choose the customer. You'll see the amount of the credit included in the Existing Credits field and the refund check in the bottom section of the window.
4. Tick the Apply Existing Credits checkbox.
5. On the Refund Check line, enter the check amount in the Payment column.
6. Hit OK.

If you now choose Customers, then Create Credit Memos/Refunds to display the credit memo you just entered and click Transaction History, you should see the refund check listed in the Transaction History - Credit memo window. 

I'm also adding this article to learn more about creating a credit memo or refund check in QBDT: Give your customer a credit or refund in QuickBooks Desktop for Windows.

Please know that I'm only a post away if you have any additional concerns. I'll be here to help. Have a wonderful day!

I had the same problem and found the instructions posted by others to be confusing, but I finally got it to work. It's not intuitive, but you do use Receive Payments to apply the check to the credit, which closes the credit memo. 

1. Go to the Receive payments
2. Received From: Choose the customer with the open credit memo
3. Keep Payment Amount = 0.
4. Select the Check Icon as type of payment – not sure if this matters.
5. Deposit to: Undeposited Funds – not sure if this matters.
6. Enter the date of the check payment (see checks listed in lines)
7. Lines area: (shows existing checks written to this customer)
8. Number column is the check number
1. AMT Due column shows the existing check amount paid to this customer.
2. Click on a line to select a check (don't click the checkbox column though)
9. Select Discounts and Credits on the top main ribbon (icon button)
1. Apply Credits Window pops up showing the selected check and available credits
2. Select the credit to apply (mine automatically check the correct one).
3. Select Done
4. Now back in the Lines are, the Credits column (not visible before) shows up with the amount filled in for the selected check.
5. If more check lines exist, select one and repeat for each until all credits applied.
10. Save & Close/New