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Proworksinc
August 10, 2023
Question

Received payment for wrong customer invoice, it accidentally got refunded when I voided the initial payment.

  • August 10, 2023
  • 1 reply
  • 0 views

This is a mess.  

1. A payment was received for $1000 for customer "A" and applied to the wrong customers (lets call "B") invoice in QB payments.

2.  I voided that payment for customer "B" and then received the payment for the correct invoice and customer A.  When I did this (since I realized later, I should have done a journal transaction), QB payments automatically refunded the $1000 to customer A on their credit card. So, I was forced to credit a refund receipt to match the return.

3. The initial payment was matched to batch deposit for that day.  So, I couldn't delete it.

4. The automatic refund was funded and matched to another batch deposit and my refund receipt.

5. NOW customer A invoice shows closed $1000 payment that I need to OPEN, that they owe us and today sent via ZELLE payment this time.

6. How do I reopen the invoice, or attach the refund to the initial invoice? to open it so I can apply the zelle payment.

1 reply

JenoP
JenoP
August 10, 2023

Joining you here to help you resolve the situation with customer payments and refunds., Proworksinc.

 

Indeed, it's accurate that a journal entry ought to have been logged when a payment is allocated to an incorrect invoice. Not to worry, I'll provide you with all the necessary details and references to make sure we sort this out.

 

First, QuickBooks Payments will automatically initiate a refund to the original card if a payment is voided in the system. You can read more details about this here: Void or Refund Customer Payments in QuickBooks Online.

 

Second, you can unlink the payment from customer A's invoice to make it open again. Here's how:

 

  1. Open the transaction.
  2. Click the 1 payment made link just below the PAID status, then select the date of the payment.
  3. Scroll-down to the Outstanding Transactions section, then uncheck the invoice.
  4. Click Save and close. 
     

Third, match the payment that was processed via Zelle once it's downloaded in the Online Banking section. Here's an article as a guide: Categorize Online Bank Transactions in QuickBooks Online.


Lastly, retain both the refund receipt (outgoing funds) and the initial payment (incoming funds) in the customer's record, allowing them to offset one another. Additionally, I suggest getting in touch with your accountant for further guidance on this issue.

 

For additional guidance, allow me to share these articles as well:

 


The Community is constantly available should you have any additional inquiries for us. Our commitment remains steadfast in ensuring that all matters are properly addressed.

P
ProworksincAuthor
August 10, 2023

Ok but then my bank deposit, where the funds did process will be off $1000.  If I remove it on that date as you suggest.  Do I do an "add funds to this deposit" the bottom section?  and If so how would I categorize that?

 

It says this...Are you sure you want to change the amount? It will be different from the matching downloaded transaction: $4,629.05 credit from ORIG CO NAME:INTUIT XXXXXXXX ORIG ID:XXXXXXXXXX DESC DATE:XXXXXX CO ENTRY DESCR:DEPOSIT SEC:CCD TRACE#:XXXXXXXXXXXXXXX EED:XXXXXX IND ID:XXXXXXXXXXX0084 IND NAM on 08/01/2023

This can cause differences between your bank and QuickBooks balances.

Do you want to continue?

P
ProworksincAuthor
August 10, 2023

OK... Correction, I was able to do as you said. And was able to match the new zelle payments. But now It is showing on the customer that they have a $1000 balance on their account.

 

How do I match the refund receipt to the unapplied payment that is just sitting there now?

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