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S
SB115
July 17, 2024
Question

Refund for overpayment via batch file

  • July 17, 2024
  • 1 reply
  • 0 views

Hi can someone please help me, one of our customer had overpaid an invoice and we need to refund the overpayment. We create a batch file for the fund transfers. Can some one please suggest how we can create refund for a customer and pay them the amount via a batch file. As when we create a bill a customer doesn't come there it is usually the suppliers. 

1 reply

I
IntuitSheila
July 17, 2024

Hi SB115,

 

Processing batch file in QuickBooks Online is applicable for suppliers only. If you need to process or record customer credits due to an overpayment made, you can record an expense transaction to record the refund for your customer. Here's  how:

 

  1. Click on the + New.
  2. Click on Expense or Cheque.
  3. Select the customer name you wanted to refund under Payee field.
  4. Choose the Payment account where you deposited the overpayment.
  5. In the Category column select Accounts Receivable account.
  6. Enter amount and other fields, then click on Save and close.

Then, to link the refund and the overpayment click on Receive payment section. Here's how:

 

  1. Click on the + New.
  2. Click on Receive payment.
  3. Select the customer name and then link the overpayment and the expense.
  4. Click on Save and close.

You can check this link to learn more about how to Handle customer refunds in QuickBooks Online. 

 

Post again in the Community if you have further concerns. 

S
SB115Author
July 17, 2024

Thank you so much for getting back, the customer was a one off customer and would like to get the overpayment refunded straight away, Should I create a customer as a supplier and then make an bill and pay.

I
IntuitSheila
July 17, 2024

Hi Sachit,

 

There is no need to add the customer  as a supplier in QBO. When you create the expense transaction you can select the customer name in the Payee field. That way, the refund/expense will be associated under that customer.

 

  1. Select + New and select Expense.
  2. In the Payee field, select or enter the desired customer.

 

Reply to this post if you need more help recording your transactions. 

 

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