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kp5150
May 16, 2021
Question

Applying AR Cash from customer that contains a debit to us NOT related to any invoice

  • May 16, 2021
  • 1 reply
  • 0 views

Hello - 

 

We are using QB desktop and have a customer that on occasion will pay us and at the same time debit us for an invoice for supplies we use when making there order.  (ie they pay the vendor directly and then debit us on the next check the submit to us).  Our issue is when we try to apply the cash/deposit - we have been creating a credit for this charge to the customer and hit the appropriate expense account but do not know how to include this credit when applying cash.  The system seems to only allow to match against a pre - existing invoice,  This Credit would have NO invoice ever sent to the customer.  So we are not able to balance what the check amount is to the amount owed and seemed to be stuck.  Other Accounting Systems/ERP's we have used we would be able to take the credit by itself when applying the cash.  Sure this has happened to others but don't see anything on line 

 

Any help much appreciated

 

 

 

 

 

1 reply

BigRedConsulting
BigRedConsulting
May 16, 2021

What appears to be happening here - essentially - is that you're receiving two types of payment for an invoice. You can record this in two different ways, depending the amount of detail you need and how you want the books to look.

 

Example:

Invoice for $100

Customer pays $10 to vendor

Customer pays $90 to you

 

To record this, record a Payment type transaction against the Invoice for $90, the amount paid.

 

To account for the $10, do one of two things:

- As you record the Payment using the Receive Payments window, click the Discounts & Credits button at the top and add a $10 discount using the account you'd use if you had paid the vendor directly.

- Or, record a credit memo using one or more items - items you would have used on a bill or check had you paid the vendor directly. (If you don't have any such items, set some up for this purpose. If all you care about is the accounts used, set up items 1 for 1 that map to each account you need to use.)

Then use the Receive Payments window to apply the $10 credit to the remaining $10 invoice amount.

 

 

 

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