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info-algarvewate
August 15, 2021
Question

How can I partially refund a customer on an already paid and closed invoice?

  • August 15, 2021
  • 1 reply
  • 0 views
Our clients pay their bundled products at the beginning of their stay fully (surf camps, including different items like 5 x surf courses accommodation etc). At the end sometimes the items in their bundles change and they need to be refunded because they couldn't go surfing on one day (so he only does 4 days and i am therefore deleting that item from his bundle). The invoice sais that everything is paid, however the clients balance is negative. I can't send this invoice to the customer because it clearly states a wrong number of payment received. I can't make a credit note because the invoice is already open. I also can't just add a refund because it is not linked to his invoice and the invoice still states the wrong numbers. How can I partially refund items and add different ones instead from an alreday paid invoice? Thank you

1 reply

G
GlinetteC
August 15, 2021

I appreciate the detailed information you've provided, info-algarvewate.

 

I'm here to help you on handling customer refunds in QuickBooks Online. 

 

You can create a Cheque to refund a customer's overpayment using the Accounts Receivable account. Then, create a payment and select the check recorded and the existing credits. I'll guide you how:

 

To enter a Check:

 

  1. Click + New and select Expense, Add expense, or Cheque.
  2. Select the customer you want to refund from the Payee ▼ drop-down.
  3. From the Payment account ▼ drop-down, select the bank account to where you deposited the overpayment.
  4. On the first line of the Category column, select Accounts Receivable.
  5. Enter how much you want to refund in the Amount field.
  6. Then, select Save and close.

Once done, link the check and the unapplied amount. Here are the steps:

 

  1. Select + New.
  2. Select Receive payment.
  3. Select the same customer you used for the Cheque.
  4. Under the Outstanding Transaction section, select the checkbox for the Cheque you created when recording the refund.
  5. Make sure the payment is equal to the open balance.
  6. Then, select Save and close.

For more information, you can visit this link on what to do when a customer overpays you: Handle a customer credit or overpayment in QuickBooks Online.

 

Feel free to hit that Reply button if you have additional questions regarding overpayment. I'll be happy to help you out.

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