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W012
November 14, 2022
Question

Parent & Sub Customer Paid; How to Refund Sub-Customer?

  • November 14, 2022
  • 1 reply
  • 0 views

We use QB Enterprise for Manufacturing & Wholesale 22.0.

Our customer (a sub-customer) paid their invoice, and then 3 weeks later the Parent customer (the franchisor) also paid the invoice along with several other invoices via ACH deposit; so both payments have already been deposited to the bank. The parent company will charge their franchise (our sub-customer); so we have been directed to refund the duplicate payment directly to the sub-customer. There is no credit balance on the sub-customer's account in Quickbooks; the duplicated payment sits as an overpayment on the Parent customer's account in QB. So when we select "Refund the Amount to the Customer", and the payment window opens, QB only allows the payment to be made out to the Parent; we cannot change the payee. How do we properly refund this to the sub-customer???

1 reply

BigRedConsulting
BigRedConsulting
November 14, 2022

To fix this:

- Edit the first payment you received for the Job (sub-customer) and de-select the invoice it pays and save it.

- Edit the second payment from the Customer and apply it to the now-available invoice for the Job.

- Create a refund check by writing a check to the Job and using the AR account as the "expense" account. This will create what looks like an invoice in the AR account, increasing the account balance for the customer up to 0.00 (assuming no other unpaid invoices on account.)

- Edit the first payment again and apply it to the refund check, which will appear as in invoice to pay in the table of things to pay.

    W
    W012Author
    November 15, 2022

    My co-worker, who typically handles receiving payments and does our monthly bank reconciliation, thinks that changing the original payment will mess up our books because the check has already been deposited and reconciled with the bank. So she opted to:  set the sub-customer up with a vendor account, create a "bill" from the vendor account, and write a check to pay the bill, and charged our "Sales" income account for the payment. This seems okay, except that now we still have an "unapplied ar payment" sitting on the Parent customer's account in our books. What do I do now???

    BigRedConsulting
    BigRedConsulting
    November 15, 2022

    Undo what your co-worker did and do what I recommended.

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