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Getting the Most out of QuickBooks

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Updated ‎August 17, 2022 07:30 AM

Hello! Welcome back to another Top 5. Are you wondering how to go about deleting a payment, adjusting an overpayment, or fixing printing issues? If so then you’ll want to keep reading as I will be covering some of the most asked questions on the topic of Payments! Let’s go through these together. 🤗  

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1. How to Delete a Payment in QuickBooks Desktop


If you’re needing a bit of clarification on how to view and delete a payment in QuickBooks Desktop, then you’re in the right place.

Let me show you how:
1. Open the affected invoice.
2. There are two tabs on the right panel of the Create Invoices window.
3. Go to the Transaction tab.
4. Under RELATED TRANSACTIONS, it will show the deposit you use as the payment.
5. Click the deposit transaction. It will open the Make Deposits window.
6. Click Edit at the top menu and select Delete Deposit (Ctrl + D).
7. Click OK to confirm the action.

Nice work! After you go through these steps of deleting the deposit, the invoice should open up again. If this method didn’t work for you, you can also try the following as well:

1. Open the Customer payment window on the screen

2. On the top toolbar you should see a delete button.  

3. If you get a warning saying you must delete it from the deposit first, you will need to delete the payment from the deposit first, then save and close.

4. Now you can delete the payment

5. Your payment should now be deleted!

2.  How to Refund a Customer Overpayment in QuickBooks Online

Have you ever had a customer that overpaid an invoice and now has a credit on their account? Don’t worry, we’ve all been there and that’s why I’m here to walk you through how you should record these transactions in QuickBooks Online.  

The first steps you’ll want to take are the following:

1. Issue a check to your customer using the Accounts Receivable account for the overpayment amount

2. Create a payment and then select the check recorded and the existing credits  

Here's how to enter the check:

1. Open your QBO account, then select Check from the New (+) icon.

2. Pick the customer's name under the Payee section.

3. Under Category select Accounts Receivable, then enter the overpaid amount.

4. Save the check.

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Nice work! Now that you’ve completed the steps above, let’s go over how to link the check and the unapplied amount.

Here’s how:

1. Open your customer's transaction list.

2. Click on the drop-down arrow under New transaction and choose Payment.

3. On the Receive Payment window, select the check under the Outstanding Transactions section and the  Unapplied Payment under the Credits.

4. Hit Save and close.

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You made it! These steps should get you back on track with your payments. If you feel like you need more tips on how to handle customer credit or overpayment in QuickBooks Online, make sure to check out this article here.  

3. How to Adjust an Overpayment on a Vendor Bill in QuickBooks Desktop

To adjust an overpayment on a vendor bill, all you have to do is enter the overpayment amount when entering the bills.

Let me walk you through this:

1. Go to Vendors.

2. Select Enter Bills.

3. Click Credit.

4. Choose the Vendor name.

5. Enter the amount of the said overpayments.

6. Press Save & Close.

You did it! Once you finish these steps, you can open a bill payment transaction and you’ll notice that the overpayment amount will show up on the Set Credits window.

If you need more resources on recording a vendor refund in QuickBooks Desktop, take a look here.  

 4. How to fix checks that are not printing correctly

Have you been experiencing printing issues in QuickBooks Desktop lately? If so, let’s take a look at a few troubleshooting steps that can help resolve these for you!

You’ll first want to start by locating the QBPrint.qbp. This will be located in one of the following folders:
  • Windows 10, 8.1, and 8: C:\ProgramData\Intuit\QuickBooks 20xx
(20xx represents the version of your QuickBooks.)
  • Server 2008 and Server 2012: C:\Program Data\Intuit\QuickBooks YEAR and C:\Users\**remote user**\AppData\Roaming\Intuit\ YEAR VERSION\TSPrinterSettings

Now that you’ve located the file, you can now rename it. Here are the steps to do so:

1. Right-click the QBprint.qbp file for your QuickBooks version and select Rename.

2. Add the word "old" to the file name (i.e. QBPrint.qbp.old)

3. Open QuickBooks once again.

4. Go to the File menu and select Printer Setup.

5. Select any transaction in the Form Name list and select OK. This will create a new QBprint.qbp file.

Note: You don't have to do this for every transaction.
6. Go back to the Check and print it to test if it's working correctly.

That should do it! If the issue persists, you can also use the Print & PDF Repair Tool from the QUickBooks Tool Hub, which helps fix most of the common issues with printing.

5. How to Receive and Record a Payment Without an Invoice

 
Good news is that you can create an invoice if the purchase is set to be paid later. You’ll want to use an invoice so that you can record the sales transaction even if no or partial payment was made.
 
If you’re wanting to record the transaction at the exact time that you get paid, another option is to just use the sales receipt to record when the customer pays you on the spot for a product or service.
 
Let’s go over the steps on how to receive payment from the invoices you recorded:
1.     Click the + New button and select Receive Payment.
2.     Select the customer and click the invoice to pay.
3.     Under the amount, you can enter a partial amount or full amount.
4.     Click Save and close.
 
That’s all!
 
For some more awesome resources on managing your invoices and payments, check these articles out!
 
I hope you found these Q & A’s helpful. As always, if you have any other questions or concerns, please feel free to ask us here in the Community.