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aamirkhan2020
January 22, 2025
Question

Assistance Required for Adjusting Excess Payment Across Customer Profiles

  • January 22, 2025
  • 1 reply
  • 0 views

I have a scenario where a customer paid an advance of USD 100, and we issued an invoice in the General profile for USD 80, leaving a remaining advance of USD 20 on the General profile. Later, I created a Personal profile for the same customer, and an invoice for the remaining USD 20 was issued from this new profile. Now, I need to adjust and allocate the excess USD 20 (from the General profile) to the Personal profile. Since I do not have the authorization to make changes directly, I can only create adjustments through journal entries or credit memo. Could you please guide me on the proper steps to transfer the excess payment from the General profile to the Personal profile using either of these methods.
Quickbooks Desktop 2014 Version

1 reply

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IrishA
January 22, 2025

I appreciate you taking the initiative to correct the the excess payments on your account, aamirkhan2020. Which is essential for the smooth operation of your business. I’d like to offer you more detailed information and support to help you resolve any issues in your QuickBooks Desktop (QBDT), so you can focus on what you do best.
 
Let's begin in merging your Customer's original invoice to the newly created. Please follow the steps below:
 

  1. Go to Customer in Home Page.
  2. Click the new customer profile, that was created.



  3. Since it is the same customer, you can change it to the correct original name of your customer.



  4. Click on OK, it will prompt you to merge the account.



  5. Select Yes.


     

Please note that we cannot apply the credits on the new customer name. Otherwise, to correct these we can select the original customer then lets double click on the $20 dollar amount to apply the credits. Let me show you how to apply it properly. You can follow these steps:
 

  1. Navigate to the Customer name.
  2. Then, double click on the amount.
  3. Click on Apply Credits on the upper part of tab.
  4. Put a check mark on the Available Credits.
  5. Then select Done.


     

Moreover, you can check on this article to for more detailed guidance: Merge list entries in QuickBooks Desktop.

Additionally, you can utilize the report section that contains the information you need, here is the article to guide you through: Create and send customer statements in QuickBooks Desktop. 
 
If you have other inquiries or concern in managing your customers in you QBDT, you can rely on us just please fill me in by clicking on the Reply button. Have an amazing day!

A
aamirkhan2020Author
January 22, 2025

Thank you for your response and the detailed guidance provided.

As I mentioned earlier, the original invoice for the customer was issued under the General profile, and this profile contains several invoices for other customers. Unfortunately, I am unable to merge the profiles as suggested due to this limitation, which is unfortunate.

Given this, I kindly request that you suggest an alternative solution to resolve the excess payment issue, as merging profiles is not an option for me. Additionally, please note that I am unable to edit the first payment (Due to limited excess).

One possible solution I’m considering is to create a dummy bank account, transfer the excess USD 20 into this account, and then allocate it to the Second Customer’s invoice from this dummy bank account. The only challenge I foresee with this approach is that the excess credit balance will still show in the customer’s profile. However, this method should correct the Accounts Receivable (AR) balance.

If you have any other suggestions or solutions to help resolve this issue, I would greatly appreciate it.

Once again, I am very thankful for your support and look forward to your response.

J
Jovelyn_M1
January 22, 2025

Thank you for returning to this forum for updates regarding the excess payments on your account, aamirkhan2020. I appreciate your proactiveness in trying to solve this payment discrepancy.

 

Your approach of creating a dummy bank account to transfer and allocate the excess USD 20 demonstrates a potential workaround. While we acknowledge that the excess credit balance might still be visible in the customer's profile, your solution ensures accurate Accounts Receivable (AR) balance correction.

 

Moreover, I recommend consulting your internal accounting department to explore additional options. Your accounting team can comprehensively review the excess payment and validate the most appropriate method.

 

Additionally, I'm adding this resource for future reference to find different ways you can track customer transactions in QuickBooks Desktop: Get started with customer transaction workflows in QuickBooks Desktop.

 

For any further inquiries or concerns related to customer management within QuickBooks Desktop, this forum remains at your disposal. Kindly respond to this post, and we'll provide immediate assistance.

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