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Adjusting Customer Accounts

Invoices, payments, and finance charges, all of which are discussed earlier in this chapter, are three ways to affect the balance of a customer's account. But there are other ways:

  • Credit Memos, which are normally issued when merchandise is returned or errors are made in an invoice, reduce the balance of a customer's account. Refunds work the same way, but instead of changing an account balance, they result in a check issued to the customer to refund amounts already paid.
  • Statement Charges make it possible to add items to a customer's statement without creating an invoice. Statement charges are entered using QuickBooks's register window, which isn't quite as intuitive as its Create Invoices window.

This part of the chapter explains how to adjust a customer's account balance by creating credit memos and entering statement charges. Along the way, it explains how to issue refunds for amounts already paid.

To create a credit memo or refund

  1. Choose Customers > Create Credit Memos/Refunds ( Figure 2 ). The Create Credit Memos/Refunds window appears ( Figure 70 ).
    03fig70.jpg

    Figure 70 The Create Credit Memos/Refunds window.

  2. Choose a customer from the Customer:Job drop-down list. The Customer, Rep, and Tax fields should fill in automatically with information for that customer.
  3. If desired, choose a class from the Class drop-down list.
  4. Enter information or change the entries in the following fields if necessary:
    • Date is the credit or refund date. By default, the current date is automatically entered, but you can change the date if you need to.
    • Credit No. is the credit or refund number. This field is automatically incremented by one from the previous form, so you should not need to change the number.
    • PO No. is the customer's purchase order number, if one was provided for the original sale.
    • Rep is the sales representative. This drop-down list displays initials for your employees.
    • Customer is the customer name and address.
  5. Choose the name of an item you are issuing a credit or refund for from the Item drop-down list ( Figure 71 ). The Description, Rate, and Amount fields fill in automatically, but you can change them if desired. Enter a quantity in the Qty field for the line to update the amount.
    03fig71.jpg

    Figure 71 Choose an item to issue a credit or refund for from the Item drop-down list.

  6. Repeat step 5 for each item you want to include on the credit memo or refund. Figure 72 shows an example with two line items.
    03fig72.jpg

    Figure 72 An example of a completed credit memo.

  7. If the customer paid sales tax on any of the items, turn on the Customer is taxable check box and choose the correct tax item or tax group from the Tax dropdown list. QuickBooks calculates the sales tax and total.
  8. If desired, choose a message from the Customer Message drop-down list.
  9. If you want to print a refund check for the amount of the credit memo, click the Refund button. QuickBooks displays the Write Checks window with the refund information already entered ( Figure 73 ). Select the correct account from the Bank Account drop-down list, turn on the To be printed check box, and click OK. QuickBooks makes an entry sound and dismisses the Write Checks window, returning you to the Create Credit Memos/Refunds window.
    03fig73.jpg

    Figure 73 The Write Checks window with a check all prepared for a refund.

  10. To print the credit memo with other items, turn on the To be printed check box.
  11. Click OK. QuickBooks makes an entry sound and saves the transaction.

To enter statement charges

  1. Choose Customers > Enter Statement Charges ( Figure 2 ). The Accounts Receivable register window appears ( Figure 76 ).
    03fig76.jpg

    Figure 76 The Accounts Receivable register window.

  2. Choose the customer you want to enter statement charges for from the Customer:Job drop-down list. That customer's account activity appears in the window ( Figure 76 ).
  3. If necessary, click in the Date field in the first empty line in the register window and enter the date of the transaction.
  4. Press tab.gif to advance to the Item field.
  5. Choose an item from the drop-down list ( Figure 77 ). QuickBooks fills in the Description and Rate ( Figure 78 ).
    03fig77.jpg

    Figure 77 Choose an item from the drop-down list.

    03fig78.jpg

    Figure 78 Choosing an item automatically enters its description and rate.

  6. Press tab.gif to advance to the Qty field.
  7. Enter the item quantity.
  8. Click Record. QuickBooks makes an entry sound and records the transaction.
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