Set the date of the credit memo as to when the Write off is happening. In the New Item window, leave Type set to Other Charge. Go to the Write Off Item drop-down arrow and select Add new. It also adds a memo about the write-off to the invoice and the credit memo. QuickBooks creates a credit memo for each invoice you write off. Youre on the right path with using this type of transaction to affect Sales Tax reporting as well. Use this tool to write off a group of invoices. There is no reason to do it in two steps: invoice and payment for the Sames date = Sale Receipt. You can follow the normal process on how to create a credit memo and apply it to the invoice. Sales receipt = paid sale, the funds are right here as of this date Invoice = unpaid sale for this date, waiting for the funds to arrive later Just use the same info on the sales receipt that you would normally put on an invoice. There is no Invoice you were not anticipating this payment and there was no Sale waiting to be paid. That refund check should show it is AR, only. 'NOW the check is 23K but the open balance on the check is 46K'. You use Sales Receipt for the payment, now. You either Use the credit memo to apply to the amount owed on the invoice, refund from the credit memo, or Both needs. The Item might be where you made your error. If you link it as Debit AR, that is the same as an invoice = creates open AR balance. If you link that item to AR, the item creates a Debit a Debit to income as Contra- sales, or Reversal of that income. Credit Memo, Invoice and Receive Payment are AR activities, by definition. It is not AR using it on the Credit Memo is what makes it AR. Edit that item to confirm where you linked it. The Write Off item should be linked to an Income account you use for refunds and write offs. If you see a balance next to the name, in Customer Center, and that column is titled Balance Total, then you left AR open balance and did not write off the invoice with the credit memo properly. Keep me posted if theres anything that I can help. Heres a reference on how we can write off bad debt: Write off bad debt in QuickBooks Desktop. The open balance carries forward, until paid or cleared out. Also, it would be best to get in touch with your accountant for further guidance and for the correct way to link the deposit and the invoice with the credit memo. The Name should be on the AR Aging summary at all.
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