How do I enter a credit on an invoice that has already been paid in full from a previous payment

Supurcell630 · ‎February 17, 2022

I am having a difficult time getting answers from Customer Service and was hoping someone can help me. How do I apply a credit to an invoice that has already been paid?

Scenario: Last month I issued several invoices to a customer, they paid all of the invoices in full (customer payments balanced with the check I deposited). In the meantime, customer had a credit on a previously paid invoice. This month the customer sent me a check for several invoices and also entered the credit amount in the check paying the balance due. Fast forward....I now go to Customer payments, enter the invoices that were paid in full once again and cannot enter the credits (even though they are showing as credits in my credits and refund information) because the invoice does not show up in the customer balance list because they have already been paid. How can I account for these credits and have my deposit balance the amount of the payment they made. Thank you for any assistance that you can provide.

Rea_M · ‎February 17, 2022

I'm here to share insights about applying a credit to an invoice in QuickBooks Online (QBO), @Supurcell630. This way, you're able to manage your sales and income transactions.

When an invoice is paid in full, entering a credit to it is no longer an option. They'll basically show under the Credits section when you process a Receive Payment transaction. You'll have to select one to apply to your invoice.

Based on your complete description of the issue above, it seems that you've entered the full invoice amount and didn't use the outstanding credits below. With this, make sure to select one to reduce the balance on your customer's invoice. With this, you're able to account for the credit and have your deposit balance the amount of the payment your customer made.

I've attached a screenshot below for your reference.

To learn more about on how and when to give a credit to customers in QBO, you can refer to this article: Create and apply credit notes or delayed credits in QuickBooks Online.

Also, to further guide you in managing customers and income transactions in QBO, I'd recommend checking out this article: Help Articles for QuickBooks Online.

Keep me posted in the comments below if you have further concerns about managing invoices, customer credits, and other income transactions in QBO. I'm always ready to help. Take care, and I wish you continued success, @Supurcell630.