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marcdy
July 5, 2021
Question

Issue refund to one customer for multiple jobs / invoices

  • July 5, 2021
  • 1 reply
  • 0 views

So I (healthcare provider) have a customer (health insurance) with multiple jobs (patients).  We create invoices for items charged to the job.  We receive payments from the customer for multiple invoices referenced to the job.  After completing an audit, the insurance company decided to deny payment of certain items charged to multiple patients, that have already been paid by the customer.

 

What is the best way to issue a refund to a customer for multiple items, that were sent under multiple invoices under different jobs?  Can I issue one single refund check to the one customer instead of multiple refund checks per different customer jobs that I created the credit / refund memo?  If I issue one check to a customer, can I reference the dates, items, and job with the amount that was refunded?

 

Attempt A

I create one large credit memos to the customer to be applied to the customer.

Then go to receive payments, highlight the job / invoice, click discounts and credits and match the credit with the amount applied, then issue a refund check. But the check is issued to job, instead of to customer.

 

Attempt B

I create multiple credit memos to the jobs to be applied as credit.  

Then go to receive payments by customer, highlight the job / invoice, click discounts and credits and match the credit with the amount applied, then issue a refund check to customer.  Multiple refund check is created instead of one single check.

1 reply

RenjolynC
RenjolynC
July 5, 2021

Hello, marcdy.

 

I'd like to share some details about customer refunds.

 

You can create a credit memo and choose how you want to handle the credit (Retain as an available credit, Give a refund, or Apply to an invoice). 

 

Here's how:

 

  1. Go to Customers > Create Credit Memos/Refunds.
  2. From the Customer:Job drop-down, select your customer.
  3. Enter the items you're giving a credit for.
  4. In the Main menu, select either Use credit to give refund or Use credit to apply to invoice. 
  5. Follow the on-screen instructions.
  6. Click Save & Close.

I've got this sample screenshot for a visual reference:

 

 

For more information about the process, you can read this article: Give your customer a credit or refund in QuickBooks Desktop for Windows.

 

Please let me know if you need anything else. I'll be right here to help you out some more. Take care!

M
marcdyAuthor
July 5, 2021

After creating a credit memo, is it necessary to go to receive payment and match date of the paid invoice / amount with the credit, and then print the refund check?

 

By the way, the credit memo is created based on the customer job, but the receive payment record is created based on received from customer.

katherinejoyceO
katherinejoyceO
July 5, 2021

Thanks for actively responding, @marcdy. As mentioned by my peer @RenjolynC in her reply, there are three ways to handle the credit memo after creating it. 

 

You can either retain it as available credit, give a refund, or apply to an invoice. If you opt to give a refund, you'll need to go to the receive payment section to link the transaction. Then, issue the refund in cash or a check. 

 

Here's how to give your customer a refund: 

 

  1. Select the Customers menu, then Credit Memos/Refunds.
  2. In the Customer:Job dropdown, select the customer you need to refund, then enter the products and services you'll need to refund.
  3. Click Save & Close to open the Available Credit window.
  4. Select Give a refund and then OK. 
  5. In the Issue a Refund window, select how you want to refund the transaction from the Issue this refund via field. If you select Cash or Check, select the account you're paying for the refund from, then select OK.

 

Once done, QuickBooks processes the refund and handles all the accounting for you. 

 

However, if you opt to use this credit as payment for another transaction, you can give credit for future payments by selecting Retain as an available credit option, then OK.

 

Here's an article to help you learn about voiding or refunding customer payments should you need to in the future. 

 

Come again and post some more. I'm always around to lend a hand. Take care!

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