Skip to main content
N
Norka
February 3, 2020
Question

how to apply 2 credit memos to a multiple of invoices in one entry- as per the amount on cheque received from customer?

  • February 3, 2020
  • 1 reply
  • 0 views

I had a cheque of $1900 that covered payment for 4 invoices and 2 credit memos to be deducted at the same time.

I could not enter this in one entry - I had to break up the credit memo into 3 amounts and enter the payment 3 times for QB to accept this.

Is there a better way?

1 reply

L
LauraAB
February 3, 2020

Hello Norka,

 

Taking as few steps as possible is great for an efficient workflow. I'd be glad to go over this with you so you can take care of the payment without saving and exiting multiple times. Here's how you can do that.

 

The Receive Payments window is a useful feature that allows you to enter a single payment against multiple invoices and use your credits as well. To keep things simple, Let's say I have 4 invoices equaling $2,100 total, plus two credit memos that are $100 each. When I go make my payment towards this, I'd do it like this.

 

  1. Click Receive Payments from the Home window.
  2. Check off the desired invoices (in this case, the 4 we're talking about).
  3. Select Apply Credits.
  4. Check off the Credit Memos and click Done.
  5. Verify the amount left in the Payment Amount field.

In my example, I'm left with $1,900. I can choose Cheque as the payment method, enter a number if I want, and the click Save & Close to finish it off. Since you say the cheque is covering the payment of the 4 invoices, you should be left over with the $1,900 after applying your credit memos as well.

 

Because this is all being done in the same window, it registers as one payment, which I can see by going to the Transactions list for that customer in the Customer Centre.

 

Give that a shot next time to see if that works out for you. Let me know how it goes!

N
NorkaAuthor
February 5, 2020

Hi Laura,

Thank you for your reply. It actually was more complicated.

Let me list what was on cheque stub - total payment was $1577.30

1st invoice was $2067.90

1st Credit memo was $282.50

2nd invoice was $2017.05

2nd Credit memo was $3283.78

3rd invoice was $526.96

4st invoice was $531.67

 

So I tried to go in that order which gave me error message in QB.

Then I tried to combine both 1st and 2nd invoice which totalled $4000 plus and then take off 2nd credit memo of $3283.78. That did not work either and gave me error message.

Then I reversed the order and started with invoices 3 and 4 - did not work either.

 

Eventually the only thing that worked was the following:

split the total amount up in 3 payments

1. add invoice 3 and 4 and take off 1st credit memo = $1058.63 - $282.50= $776.13 1st payment

2. then I deducted $1577.30 - $776.13 = $801.17 left to pay

3. Then I split up the 2nd credit memo of $3283.78 into half (as too big to use for 1st invoice) -= $1641.89

and deducted this of invoice 1 = payment of $426.01

4. then I took 2nd invoice and deducted other half of credit memo =  payment of $375.16

so if you total up the 3 payments of  $776.13 + $426.01 + $375.16 = $1577.30 which was the amount paid by customer.

 

That was the only way that worked for me - I even called the QB help desk as we are paying for the service and they could not figure it out!!!!

 

 

 

 

 

 

L
LauraAB
February 5, 2020

Hello again. I appreciate the follow up and more details about the transactions.

 

I've set up invoices and credit memos in my test file for the same amounts you have and was able to go through the steps I mentioned of applying the credit memos against the invoices to get a single payment without any errors. I did have to select Apply Credits and go through that option a few times to apply the remainders of the credit memos against the left over invoices, but it sounds like you had to split it up even further than that since you're mentioning that you still needed three separate payments.

 

It's great you were working with support on this already. In these cases, we always want to know what error messages you're getting exactly so that we can work through resolving the issue. Feel free to reach out to try working through the error message if it comes up again. I want to make sure you can record your transactions with as few steps as possible.

Terms & ConditionsAccessibility statement