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December 19, 2018
Question

In my A/R aging report it shows several negative customer balances, but when I go to write them off as bad debts, QB tells me there are no open invoices for those customers. How do I resolve this?

  • December 19, 2018
  • 4 replies
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Our file is pretty much a mess in several aspects, but in my A/R aging reports, it shows several customers who have negative balances. However, when I go to write those off as bad debts, I get a message that there are no open invoices for those particular customers. However when I go to the transaction history for the individual customers, I can find overdue invoices, however the amounts don't match (from overdue invoice to A/R aging report balances). Where are these balances coming from, and how do I get it all cleared up? These are balances from previous years, and there are probably 30 customers with these negative balances.

4 replies

December 19, 2018

Negative balances mean the customer has overpaid compared to what you have billed them.  In in case it would be unusual to have open invoices.  Instead there are likely open/unapplied payments due to the over payment state the customer is in.

 

If the balance is incorrect, fix it by adding an invoice and then applying the payment to it.

 

If the balance is correct then there may be nothing to do, or you may want to issue a refund check coded to AR to bring the balance to 0.00.

December 19, 2018

I am unclear from your post whether you are experiencing negative balances in a/r or overdue invoices.  They are two different things and I will try to explain.

 

Negative customer balances on the aging report actually represent over payments made by customer or credits which are greater than the outstanding invoices.   If you want to remove the negative balances you must enter an invoice to offset them.  The steps to do that are as follows:

 

Enter an invoice for the customer and prior to saving & closing the invoice click on the "apply credit" button on the top of the invoice under the "main" heading.  The overpayment / credit should appear and you can place a check next to it to apply it to your new invoice.

 

Outstanding balances for a customer can be removed by going to the customer center, highlighting the customer in question, clicking on the "transaction" tab, changing the "show" section to invoices, changing the filter to open invoices.  Then click on the invoice you want to charge off the balance.  Under the "main" tab at the top of the invoice choose "refund/credit.  This will allow you to enter a credit directly from the outstanding invoice.  This credit can be changed to be a partial of the original invoice, it does not have to be the entire invoice or even show exactly the same items.  You could for example create an item that is associated with bad debt and use that item on the credit to go against the invoice that is outstanding.  

 

I hope I have answered your concerns, but if not, please feel free to contact me for further details.

 

 

 

HaakonCDAuthor
December 19, 2018

I do understand that they are two different things, I guess I'm just not asking the right questions.

 

There are negative balances and overdue invoices both in my A/R. When I try to correct a negative balance by creating an invoice to absorb it, I get a message that there are no available credits, and no previously applied credits or refunds to edit.

 

When I go to the overdue invoices to write them off by creating a credit memo for an item associated with my bad debt account, I get a message that the customer has no open invoices. So somewhere something is off, but I don't know how to pinpoint what is going on, or how to fix it. Does that better explain my situation? 

qbteachmt
December 19, 2018

Using Receive Payment without any invoice = Negative AR. People gave you money and you never showed Why.

 

You are missing Invoices, if AR is negative for a name. Either Refund their money, or show there is a Sale to which it is applied.

 

Stop making Credit Memos; that is More Negative AR.

 

If you have Overdue Invoices, that is Positive AR.

 

Do this: Run the Reports menu > Customers & Receivables, AR Aging Summary. Customize. Filter on Amount <=0. Here are Negative AR customers, which means they sent money and no one processed it using a Sales receipt, and there was no invoice. You are missing Invoices for them.

December 19, 2018

Customers with negative balances are monies you owe to them (refunds).

To close these you are not 'writing them off'- its the opposite, you have to create an invoice to them to absorb the credit.  Yes this will create income in the current year. 

HaakonCDAuthor
December 19, 2018

There are no invoices for these balances, only a record of the deposit. The manager at the time did create a new company file due to the old one being corrupt, is it possible that she deposited payments without going back and either creating or recreating invoices for those customers? Could that cause such an issue?

March 11, 2020

It's most likely from someone receiving payment for the invoice after Quickbooks already received funds, resulting in a negative balance.

September 18, 2019

Let's link the deposits to the invoice, Jmp17.

 

I'll show how to do it:

  1. Open the Invoice, then click Receive Payments.
  2. In the Customer Payment window, select Apply Credits.
  3. Put a check mark in the box beside the Date of the invoice.
  4. Then, click Done.

I've added screenshot as reference:

 

 

 

Let me know how these steps works. I'll be here if you need more help.

September 18, 2019

Hi thanks all for the answers. Im actually good for the a/r. Im not working on A/P

this is my first time so  yea.

i dont know how to clear A/P aging for vendor credits, expenses, deposit,and to bills

MaryLandT
September 18, 2019

Hey there, @Jmp17,

 

Allow me to step in and provide another way of clearing your A/P Aging report. Those vendor credits, expenses, deposits, and bills may be the result of an error, overpayment, or underpayment.

 

You need to write off vendor balances to remove or clear those amounts. Feel free to read through this article for the detailed steps: Write off customer and vendor balances. Go to Accounts Payable, Vendor underpayment, and Vendor overpayment, then follow instructions for your guidance.


Upon sharing this suggestion, I still encourage consulting with your accountant first before making any changes in your account. He/She might have specific instructions about clearing the report and what accounts to debit or credit.

 

Keep me posted if there's anything else you need and I'll get back to you.