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maggieelliott
April 7, 2025
Question

Return Item with ACH Batch

  • April 7, 2025
  • 1 reply
  • 0 views

The company I work for sends invoices through our own web portal and payments process through a 3rd party processor. We had a client pay their invoice and it batched out via ACH by itself and then a few days later we had another client pay their invoice via ACH and it batched out, but when it did it also included the previous clients payment that had come back as a return item chargeback. How do I properly enter this deposit into QB? I need to reflect the return item chargeback, but also show that client has an open balance due now. 

1 reply

R
Rusimyhr
April 8, 2025

Regarding the previous client's payment that was returned as a chargeback, it has already been recorded, Maggie. 

 

So, what you need to do is to record the chargeback for the returned item, then create an expense or check that affects the Accounts Receivable (A/R) account to increase your customer's balance. I’ll outline the steps to ensure the chargeback is accurately documented. 

 

Here are the steps you should follow:

 

1. On the upper left panel, click + New.

2. Choose Expense or Check. 

3. Select the customer from the Payee dropdown.

4. Choose the bank account where the chargeback was deposited.

5. In the Category column, select Accounts Receivable and enter the amount of the chargeback.

 

 

6. Click Save and close.

 

Here's a visual reference:

 

Once the customer pays for the item, you will need to select Receive Payment.

 

You may also visit this article: Refund a security deposit in QuickBooks Online. To get more detailed information on the process and ensure you're performing the steps correctly.

 

In contrast, the Accounts Receivable Aging Detail Report provides a breakdown of balances by individual customers and highlights any overdue transactions for a more comprehensive view of accounts receivable This report is customizable to better meet your needs.

 

Additionally, QuickBooks Online allows you to Export these reports to Excel which is helpful for sharing financial information with stakeholders or team members who do not have direct access to QuickBooks.

 

Furthermore, if you require additional assistance with recording or categorizing transactions in QuickBooks, we highly recommend reaching out to the QuickBooks Live Expert Assisted team. This knowledgeable team is available to provide personalized guidance and support, ensuring that your financial transactions are accurately recorded and organized according to best practices.

 

Following these steps will help ensure that the chargeback is accurately recorded while keeping the customer's outstanding balance clear. If you have any questions or need further assistance, please don’t hesitate to reach out. Have a great day!

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