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Katja QS
Level 1

How can I see a Bank Deposit (refund) from Supplier on the Suppliers page?

I have processed a Deposit from a supplier, to record a refund made to my business on an Expense that had been overcharged.


From the Supplier page I can see all the expenses but the deposit does not display even through the supplier name was selected on this transaction.


How can I enter it in a way that it displays here, so that I can easily see that the overcharged expense was in fact refunded?

1 Comment 1
QuickBooks Team

How can I see a Bank Deposit (refund) from Supplier on the Suppliers page?

Thank you for posting to the Community, Katja. I have the steps you can take in managing supplier refunds in QuickBooks Online (QBO).


There are various ways we can do to manage the deposit initiated by your supplier. Also, posting this to your supplier’s tab will depend on how the transactions were recorded.


First, if you enter the transaction as an expense or cheque, you can follow the steps below to deposit the supplier refund to your account. Please know that these actions will only offset the affected account and will now display on your supplier’s tab:


  1. Go to the + New and select Bank Deposit.
  2. In the Add funds to this deposit section, enter the Amount refunded by the supplier and choose the Category/Account selected on the expense or cheque.
  3. Then, click Save and Close.


On the other hand, you can apply the supplier deposit to an open bill if you have one by referring to the steps below:


To start, let’s create a supplier credit to make sure the credit hits the expense account you use:


  1. Click the + New, and select Supplier credit.
  2. Select your supplier in the Supplier dropdown.
  3. Enter the Category details or Item details depending on how you record purchases with this supplier.
  4. Then, select Save and Close.


Then, we can deposit the money you got from the supplier to maintain accurate records of your bank:


  1. From the + New icon, select Bank deposit.
  2. Select the account where you got the refund in the Account dropdown menu, 
  3. In the Add funds to this deposit section, select the supplier who gave you a refund in the Received from.
  4. Select the Accounts Payable in the Account section.
  5. Choose the Payment method used to refund you. Then, enter the Amount.
  6. Select Save and Close.


Afterward, we’ll need to connect the supplier credit and the bank deposit by using the pay bills option. It is still important to keep your supplier expense account accurate:


  1. From the + New icon, select Pay Bills.
  2. Select the bank deposit you just created. You’ll see the amount of the supplier credit in the Credit Applied field. The Total payment should be R0.00.
  3. Select Save and Close.


After this, everything will be in your supplier’s section.


In case you have connected your online banking to your QBO company file. You can make a bank deposit for the supplier’s refund and match this to the existing deposit from the bank feeds. Take note that the transactions will only be visible to the account register where you have categorised them.


Moreover, you can take a look and access each supplier’s records, and edit and view the status of their transaction: How to view and edit supplier transactions in QuickBooks Online.


I’ll be delighted to help you further if you have more queries about managing supplier refunds and other QuickBooks transactions you may have. The Community is 24/7 available to assist you.