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C
CK6121
January 27, 2022
Question

Entering a payment not applied to an invoice

  • January 27, 2022
  • 1 reply
  • 0 views

Received a payment from a customer but they paid us incorrectly (meant to pay someone else). Couldn't just send it back because it was an ACH payment that went directly into our bank account.  I entered the payment and this customer's account now shows a credit for that amount BUT it does not give me the screen on the bottom of the customer payments screen to issue a refund back.  I think part of the issue is because this isn't being applied to an invoice at all.  Can anyone help me make sure this payment (in error) is recorded correctly and also how to correctly record refunding them the money?

Using QB Desktop Pro Plus 2021.  Called QB customer service but hasn't been able to resolve this for me

Thanks!! 

1 reply

R
RCV
January 28, 2022

Let me help you record the transactions properly in QuickBooks, CK6121.

 

For an ACH payment transaction and you'll want to process a refund, you'll get charged more in fees, and it can take several days for your customer to get their money back. Here's an article you can refer to for more details about fees for refunded and voided transactions. To refund payment or give a customer credit, just follow the steps below:

  1. Sign in to QuickBooks Payments from QuickBooks Desktop.
  2. In QuickBooks Desktop, select the Customers menu and then Credit Memos/Refunds.
  3. In the Customer:Job dropdown, choose the customer you need to refund.
  4. Enter the products and services you need to refund.
  5. When you're done, press Save & Close. This opens an Available Credit window.
  6. Choose Give a refund and then OK. Or if you want to give credit for future payments, select Retain as an available credit and then OK.
  7. In the Issue a Refund window, select how you want to refund the transaction from the Issue this refund via field. If you select Cash or Check, select the account you're paying for the refund from.
  8. When you're ready, press OK.

 

Then, QuickBooks applies credits and refunds to your customer’s credit or debit card when it settles your latest batch of transactions at 3:00 PM PT each day. Though, it may be some time before your customer sees the credit, depending on their bank since the industry standard is 7 to 10 business days. You can check out this article for more details: Void or refund customer payments in QuickBooks Desktop.

 

I've also included an article that will help you in managing customer payments for online invoices and in-person sales: Receive and process payments in QBDT.

 

Make the most of QuickBooks exploration. If you have any debrief about the process, feel free to share them with us in this post. I welcome the opportunity to respond immediately. You have a good one.

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