We separate jobs by client. When we received a bulk check a credit memo was used, but the job invoice that it should have been applied to was not paid. How can I get the credit memo to show up to apply to the amount paid to make the applied payment amount match the check amount? Without an invoice from that particular job as a part of the payment the credit memo will not show up.
Confused. You have one customer with various jobs. You have this customer set up with the jobs as sub accounts?
When you receive a bulk check, you pull up the customer and apply the check to the various jobs?
What you do does not sound like that.
You were talking about a credit memo. And that is confusing. If you have an invoice and you click on that invoice, you can apply credits in that particular account to the invoice. If the credit is in some other place, QB can't see it.
Can you explain more? Is your QB set up with customers having jobs as sub accounts?
Yes, we have one customer with various jobs. We created a credit memo for a particular job, but when they submitted payment they used the credit memo on the bulk check but did not pay any invoices associated with that job. Therefore, the credit memo does not show up in the discount & credits section to apply and therefore reduce the total amount due to match the check amount. Does an invoice from a job have to be included in the payment in order for a credit memo to show up in the discount & credits section?
If you create the credit memo under the job (as opposed to the customer), then it can only be applied to an invoice for that job.
So if you have a credit memo under the job and the customer wants to use that credit memo for another job, you will have to move the credit memo from one job to another job or to the customer.
Sometimes a customer does not want funds co-mingled between jobs. Therefore, you need to create the credit memo under the job. Sometimes a customer does not mind co-mingling funds; you can create the credit memo under the customer.
Creating a credit memo under the customer means that you can apply it to any job invoice under that customer.
I sure hope this makes sense and helps.
Optimist,
I am having the same issue with one of my clients. He has a few distributors to sell his inventory. By the time he receives the payment it doesn't say exactly to which invoice they point each deduction, instead it would say the total amount deducted for spoils, show, etc. as a lump sum that is related to a few invoices. What I did was, I created a credit memo for the customer, splitting it up in the right type of deduction (to be able to track which type of deduction is used more) and selected not to issue a refund nor to apply to an invoice, and left the credit on balance. Yet, it "does" reflect the customer balance, but the invoice remains open. I tried to point the credit memo to the invoices, but failed!! when I enter the receive payment and wanted to select the credit memo, it doesn't exist there.
As you understand, I don't want to point it to one invoice, I rather would link it to the last few invoices. Is it possible to select invoices in the receive payment window, and then apply one credit memo to all of them? and why doesn't it show up on the credits available window?
That's true, I have every warehouse of the distributor set as a different "job", but I applied the credit memo to the parent customer, so why doesn't it show up for that parent ?
I am looking out for your quick reply.
Thanks
I think that if you go to the customer center and highlight the customer, you will see the invoice(s) listed for that customer. Click on the invoice...the invoice that you want to apply the credit to - once the invoice is in the invoice window, you can apply the credit to that invoice by selecting apply credit. I think you can do this to each invoice.
You won't be able to see credit memos in the receive payment window - only in the customer center.
Hope that helps you answer your question.
You
Thanks again for your reply.
Unfortunately the invoices and credit memos al show up in the customer center, as you sad, but the credit is not available only for the parent and not for any job, even on the open invoice (apply credit button).
Now I am really lost, please help me figure out the workaround, I would really appreciate it (and my client for sure....)
Sorry, I meant to say that the credit is available only for parent and not for any job,
Maybe I am not understanding how you have this set up. Using QB terms you have a customer. As a subaccount under that customer you have jobs.
If you do not have your QB customers set up this way and have your "jobs" set up as individual customers in QB, then the credit will only show up under the customer you have created (which could be your "jobs").
A credit is only good for that one customer and any jobs listed as subaccounts under that customer.
If you have each of your "jobs" set up as QB customers, you will have to physcially move the credit to get it available for use with a different customer.
Customer John Doe has $10 credit. This can be applied to jobs listed under John Doe only.
Customer Jane Doe needs the $10 credit from John Doe. It will have to be moved to Jane Doe in order to show up for Jane Doe.
Optimist,
I am happy that you did understand the situation and I set it up as you described, (John Doe has several jobs, Jane, Lee, Kathy, ....). If I issue a credit memo to John (Parent), it can not be used towards the jobs (Jane, Lee , Kathy), only towards a invoice which is billed directly to the parent, John.
Does this make sense? please try it at your end, maybe I did something else wrong.
Thanks again and again..... for your continuous support.
I have no idea why what you did won't work. We seem to be talking about the same thing.
Another thought - did you create the credit memo using customer/create credit memo? Or is this some vendor credit entered through enter bills?
I really can't think of anything else.
I'm having the same problem. I created the credit memo under the customer but I cannot apply it to any open invoices.
make sure that the exact same AR account is used on the invoice and credit memo in question - this fixed this problem for me.
If you are still looking for some ideas - check out these two different options:
http://www.cpa911.com/payments...
