Record a Refund Check from a Vendor in QB Deskop & Online

vendor check

When you’re ready to make a deposit, select the “Received” option from the drop-down and choose the “Vendor” who sent you your refund. The amount will be refunded, and the data will be recorded automatically by QuickBooks. The customer should receive the transaction within 7-10 working days. Now you have learned how to apply vendor credit on QuickBooks. There’s much more to the Vendor Credit screen that you didn’t need to consider for this example.

Our free crm for xero experts are available 24×7 and resolve issues within minimum turnaround time. We support both US & Canada Editions of QuickBooks Software. It will be very helpful to do this as this credit entry should use the same categories and items for the portion of the expense refunded. The process for reviewing a credit card charge is the same as reviewing a credit card charge and credit.

One week you pay a bill to your supplier for cleaning supplies. A few weeks ago you received the bill and entered the bill in QuickBooks correctly. Get instant assistance with QuickBooks accounting software.

It can be considered as a contra account. A refund is a special type of expense transaction because it reduces your business expenses . It should not be recorded as revenue. In the Deposit To drop-down, select the account where the money will be deposited. Under Add funds to this deposit, choose the vendor name in the Received from field. Now in the ‘Purchased form‘ field, select the insurance company, and click on the ‘Refund/ Credit‘ radio button.

check from vendor

SelectSet Credits and apply the Bill Credit you created earlier then selectDone. Select Set Credits and apply the Bill Credit you created earlier then selectDone. Select the Credit radio button to account for the return of goods. Once you reduce the cost of the item on the PO, you’ll see that the total balance of the PO will be reduced as well. Go to the plus + sign at top center of screen, and select Refund Receipt under Customers. Select the customer from the dropdown, and complete all pertinent fields.

How to Print a List of Credit Memos in QuickBooks

In the first case, when a vendor issued a credit document then you need to record it on the vendor credit and apply it when you pay the vendor’s bill. When you buy any item using your business credit card, you might require to return something because it was corrupted or it simply can not work. The seller will normally process the return using the same credit card you used to make the purchase. When this credit appears on your credit card statement, you must enter it as a QuickBooks credit card refund.


Now, selectSet Creditsand click on the credits to apply. Click onDone.Then, click onSave and closethe window. If you receive a rebate or refund you will need to enter a “Vendor Credit” in the QuickBooks Online. The credit will then be applied the next time you make a purchase from this vendor.

Scenario 1: The vendor sends you a refund check for a bill that is already paid

Businesses trust QuickBooks software to manage transactions with vendors along with handling vendor refund credits. This helps in maintaining precise account information. At times, the businesses get a refund for making business expenses. The refund should get added to the funds available to a business, right? If it’s not added, the accounts will show a discrepancy.

You must deposit the credit and record what the refund was for. In check window, select the bank account you are using for the refund, enter the amount and click Save at bottom right. Match or allocate any the payment on account or credit note to the correct invoice. This leave an outstanding value on the invoice. Select or search for the relevant credit note. Select the check box to match the credit note and created a refund.

In this scenario, you can record the deposit of your check and then link it to your bill. Your vendor can send you a refund when certain items are returned by you. In several other situations too, you can receive a vendor refund check.

Why You Need to Create or Recreate the qbregistration.dat File

Let’s start with a simple example. Let’s say you received a shipment of pens that you’d planned to use as promotional items for your salespeople. The ink on some of the pens had gotten smudged, so your company email address printed on them was illegible. The supplier issued you a credit of $50.00 for future purchases, and sent you a reference number to use. In these cases, you’ll enter a Vendor Credit in QuickBooks Online, which you can apply the next time you buy something from that supplier. Usually, the process is pretty straightforward, but sometimes situations arise that may make it hard for you to know how to record a vendor credit accurately.

A refund is cash received due to an over-payment for goods or services or because a good was returned to the vendor. Select the bank deposit you just created. The amount of the vendor credit will appear in the Credit Applied field on the same line.

Just enter the amount in the “Amount” column and then click on “Go! From this point, you’ll need to enter your original refund amount and its status. Click on the “Amount column” enter the suitable amount for every account. Go to the expenses tab and select the appropriate account.

deposit window

In addition to that, I can’t track any entry from any of this. It’s like I never entered anything as nothing seems to be recorded. I then go to Enter Bills and follow the directions, which are as clear as mud, and enter the refund account and amount.

I’m trying to enter a refund from a vendor, but QB help is worse than useless. I’ve tried following the directions, but directions indicate things that simply are not on the screen. In the Vendor field, select the vendor who sent the refund.

In the Business menu, select Invoices or Bills to Pay. Go to the Suppliers menu, then select Enter Bills. In the Supplier dropdown, select your supplier. From the ‘Received from’ enter the name of the vendor. In the From Account drop-down, select the appropriate Accounts Payable account.