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lizelle-cjctax-c
February 3, 2021
Solved

We have R6.80 per client invoice that needs to be written off. This is a bank charge for the debit order run. We need the invoice to show as fully paid. Help please

  • February 3, 2021
  • 1 reply
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Original commenter did not share additional details
Best answer by JamesDuanT

Thank you. I understand what you've done here. 

 

Instead of matching R1891.27, I will match R1898.07 and "deduct" the R6.80 using the resolve button. Can't believe I didn't think of that. 

 

If i continue to use this as an example:

"So lets say I invoice a client for R1898.07. We run the debit order for the R1898.07. However, we only receive R1891.27. I use the "match" function to record this payment which then obviously leaves me with R6.80 unaccounted for. "

 

 

 

Unfortunately though, I do not have the time to undo 1000's of transactions to redo them. Is there no other way to sort this out?

 

I will use this method for future transactions though. 

 

Thanks 


Thanks for keeping us posted with matter, lizelle-cjctax-c.

 

Yes, undoing thousands of transactions will be a lot of work. The fastest way to offset the amounts would be to create a journal entry. However, I'd recommend consulting your accountant before creating the entry. They can guide you with this or even provide you another option to offset the amounts.

 

We appreciate you for considering LieraMarie_A's suggestion in correcting your future transactions.

 

We'll be right here if you have additional queries. We'd be glad to further assist you. 

1 reply

AlexV
AlexV
February 3, 2021

Good day, lizelle-cjctax-c.

 

Once you record the deposit for the invoice payment, we can deduct the R6.80 from it. You can follow these steps:

  1. Create an invoice payment and select Undeposited funds as a Deposit to account.

  2. Click the +New button, select Bank deposit.

  3. On the Account drop-down, select an account you want to put the money into. Check the box of the transaction you want to deposit.

  4. From the Add funds to this deposit section, enter -6.80 (negative) in the Amount field, and the account where you want to track it.
  5. Select Save and close.

You'll want to check these links. These will walk you through how to record payments and deposits in QuickBooks Online:

Post again here if you need anything else. We'll respond as soon we can!

L
lizelle-cjctax-cAuthor
February 4, 2021

Thank you for your response. 

I couldn't give you the bigger picture earlier as there was no space. 

 

Our bank transactions are automatically downloaded. I then match the payment received to the client and the invoice. There is then always R6.80 overdue on the invoice. We never receive this R6.80 as the bank takes this when debiting the client. 

 

I need to write off this R6.80 and in the process "close" the invoice as paid completely. 

 

I currently have about 400 invoices that show partially paid - overdue R6.80

 

Here is an example

 

Adrian_A
Adrian_A
February 4, 2021

We can create a Journal Entry to write off the R6.80 on the invoice, lizelle-cjctax-c.

 

Let me guide you how:

 

  1. Click the + New button and then select Journal entry.
  2. Select Accounts Receivable in the ACCOUNT column.
  3. Enter the R6.80 amount on the CREDITS field.
  4. Select the customer's name.
  5. In the next line, select the offset account and enter the amount under the Debit column.
  6. Click Save and close.

 

Afterward, we'll have to apply the JE to the existing credit. Here's how:

 

  1. From the + New button, select Receive payment.
  2. Enter the name of the customer in the Received From field.
  3. Select the invoice and choose Discounts & Credits.
  4. Under the Credits tab, select the available credit and select Done.
  5. Select Save & Close.

 

That should do it! Let me know if there's anything that I can help. Keep safe!

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