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Luna1383
August 20, 2024
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invoice paid twice to a vendor

  • August 20, 2024
  • 1 reply
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I paid an invoice from a vendor twice in the same month. The vendor did not return the money but will keep it as a credit towards a future invoice. I need to record the second payment I made on that invoice so that it is properly reflected in the vendor's account as a credit to be applied to a future invoice. Could you please advise on how to do this?"

Best answer by Ivan_G

Thanks for dropping by the Community, Luna. I can help you handle the duplicate payment you've made for your vendor invoice (bill), which will not be refunded but treated as a credit.

 

If you haven't yet marked the bill as paid, enter a bill payment to ensure an accurate record in QuickBooks. Meanwhile, you can enter the overpayment (second payment) as a check and choose Accounts Payable as its associating account. This way, you can link it once your vendor sends your future bill.

 

Here's how:

 

  1. Go to the Banking menu and then Write Checks.
  2. Click the Expenses tab and select Accounts Payable from the Account column.
  3. From the Customer Job field, select your vendor's name.
  4. Enter the overpayment Amount, and once done, hit Save & Close.

 

Once you receive your next bill, you can link the check you've previously created by utilizing the Pay Bills feature:

 

  1. Go back to the Vendors menu and select Pay Bills.
  2. Tick the Checkbox for the vendor bill.
  3. Click the Set Credits and apply the Credit (Check) you've generated for the overpayment. Then, Done.
  4. Hit Pay Selected Bills, then Done to save.

 

Moreover, if this situation occurs again and your vendor sends a refund, this article could help you input this accordingly in the program: Record a vendor refund in QuickBooks Desktop.

 

You may also customize your vendor reports to handle what information will be available on its data according to your preference.

 

Please add a comment on this thread if you have more questions about bill payments or need assistance with your company file and reports. I'll be sure to get back and help you every step of the way.

1 reply

I
Ivan_GAnswer
August 20, 2024

Thanks for dropping by the Community, Luna. I can help you handle the duplicate payment you've made for your vendor invoice (bill), which will not be refunded but treated as a credit.

 

If you haven't yet marked the bill as paid, enter a bill payment to ensure an accurate record in QuickBooks. Meanwhile, you can enter the overpayment (second payment) as a check and choose Accounts Payable as its associating account. This way, you can link it once your vendor sends your future bill.

 

Here's how:

 

  1. Go to the Banking menu and then Write Checks.
  2. Click the Expenses tab and select Accounts Payable from the Account column.
  3. From the Customer Job field, select your vendor's name.
  4. Enter the overpayment Amount, and once done, hit Save & Close.

 

Once you receive your next bill, you can link the check you've previously created by utilizing the Pay Bills feature:

 

  1. Go back to the Vendors menu and select Pay Bills.
  2. Tick the Checkbox for the vendor bill.
  3. Click the Set Credits and apply the Credit (Check) you've generated for the overpayment. Then, Done.
  4. Hit Pay Selected Bills, then Done to save.

 

Moreover, if this situation occurs again and your vendor sends a refund, this article could help you input this accordingly in the program: Record a vendor refund in QuickBooks Desktop.

 

You may also customize your vendor reports to handle what information will be available on its data according to your preference.

 

Please add a comment on this thread if you have more questions about bill payments or need assistance with your company file and reports. I'll be sure to get back and help you every step of the way.

    L
    Luna1383Author
    August 20, 2024

    My sincere apologies, but I have a question. I need to record the second payment so that it matches with the bank statement and aligns during the reconciliation. Could you please advise me on how to do this?"

      A
      AnneMariee
      August 20, 2024

      Let me chime in and guide you on recording the second payment so you can reconcile your accounts in QuickBooks Desktop, Luna.

       

      You'll need to write a check posted to the Accounts Payable (A/P) account to record the payment. This way, you can apply the check to an open bill in the future like a credit.

       

      Here's how to write a check in QuickBooks Desktop:

       

      1. On the top menu, go to Banking.
      2. Select Write checks.
      3. Ensure that you select Accounts Payable in the Account field.
      4. Click Save & Close.

       

      Once you're ready to apply the credit to an open bill, here's how to do it:

       

      1. On the top menu, go to Vendors.
      2. Select Pay Bills.
      3. Tick the bill you want to pay.
      4. Click Set Credits on the Discount & Credit Information for Highlighted Bill section.
      5. Mark the available credit. Then, press Done.
      6. Ensure the form is filled out accurately.
      7. Hit Pay Selected Bills.

       

      For more information on credits and bills, you may check out these helpful resources:

       

      For future reference, here's a comprehensive guide on ensuring your QuickBooks accounts match your real-life ones: Reconcile workflow.

       

      Let me know if you have other questions about recording your transactions or reconciling your accounts in QuickBooks, Luna. I'll get back to you as soon as I can to help you out further. Take care!

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