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C
Cps2022
April 10, 2024
Question

Returned QB payment (from customer) still showing in my undeposited funds

  • April 10, 2024
  • 1 reply
  • 0 views

Quickbooks ONLINE:  

 

I received a quickbooks payment that ended up being fraudulent and it was returned.  The amount is still showing up in my undeposited funds (as a negative payment for example, -$9165.00)  How do I remove this from my undeposited funds?  

 

1 reply

S
Sherrie_F
April 10, 2024

I can imagine how challenging that situation must have been, @Cps2022.

 

Let me assist you with this and provide some ways to help you remove it.

 

Firstly, we have to delete the deposited amount by locating your account register. This is to make sure that your books are accurate and monitor your deposits accordingly. 

 

Here's how:

 

  1. On the upper right corner, look for the Gear icon.
  2. Select Chart of Accounts.
  3. Choose the Undeposited Funds and click View register.
  4. Under the Ref No. and Type column, select the deposit. 
  5. Click Delete.
  6. Hit Yes.

 

Once everything's settled, you can now make a bank deposit to clear the transactions. 

 

Furthermore, I've added these helpful resources you can browse to learn more about searching and deleting a transaction:

 

 

Lastly, I'm also adding these resources for you to be able to manage your other bank transactions:

 

 

Don't hesitate to let me know if you still have further queries managing your funds or anything else about QuickBooks. I'm just one post away to lend hand. Stay safe.

C
Cps2022Author
April 10, 2024

I've located the transaction. Now I will delete it. Do I immediately make a bank deposit? How? The funds were fraudulent

A
AnneMariee
April 10, 2024

Hello there, Cps2022.

 

Let's use an expense to record your customer's returned payment in QuickBooks Online.

 

To begin, recategorize the bounced payment to reopen the invoice. 

 

  1. On the left navigation panel, go to Transactions.
  2.  Find the bounced check or returned payment in the bank feed. Select it to expand the transaction details.
  3. In the Vendor/Customer dropdown, choose the customer whose payment bounced.
  4. In the Account dropdown, pick Accounts Receivable.
  5. When you're done, select Add.

 

This offsets the unpaid invoice. If your bank isn't linked to QuickBooks, or if the returned payment hasn't yet appeared on your bank feeds, you can create an expense for this transaction and then match it to your bank at a later time.

 

Next, you'll need to unapply the bounced check payment from the original invoice. 

 

  1. On the left navigation panel, go to Sales.
  2. Locate the customer whose payment bounced.
  3. Find the payment for the bounced check. Then, click Edit.
  4. Select the payment made link.
  5. Uncheck the box for the invoice that the payment had been applied to.
  6. Select the new expense you created in Step 1.
  7. Click Save and close.
  8. A message will display saying that the transaction is linked to others. Press Yes.

 

Then, create an invoice for the bank fees to charge your customer. If you don't have a pre-existing service item for this purpose, create a new one. Make sure to associate the income account of the item with the Other Income account. If you can't find this account in your Chart of Accounts, you can add it as needed.

 

Next, send a statement to your customer. Let's go to your customer's profile. Then, follow the steps below.

 

  1. Select Statement in the New transaction dropdown.
  2. In the Statement Type dropdown, choose Balance Forward.
  3. Set the Statement Date, Start Date, and End Date.
  4. Choose Print or Preview to make a copy of the statement or Save and Send to email the customer with the statement attached.

 

The statement will tell your customer that there's still an open invoice and will notify them of a second invoice to cover the bank fees and any fees for the returned payment. Once they pay you for the original invoice and the bank fees, you can follow the usual steps to receive their payment.

 

For more details, check out this article: Record a returned payment or bounced check in QuickBooks Online.

 

For future reference, here's a guide on recording and receiving your customer's payment: Record invoice payments in QuickBooks Online.

 

If you need further assistance in recording a returned payment, please don't hesitate to use the Reply button. I'll be right here to assist you.

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