QuickBooks allows you to record the refunds from a vendor. It can be very helpful for you in managing your bank statements and transactions. If you don’t know the process for this then this article will be very helpful for you as we will be providing you the steps to record a vendor refund in QuickBooks Desktop. You can also contact us at our toll-free QuickBooks Enterprise Support Number +1888-396-0208 if you want any kind of help or support regarding QuickBooks.

How To Record A Vendor Refund In QuickBooks Desktop

You can select the appropriate scenario and follow the provided solutions in order to record the refund in QuickBooks properly.

Scenario 1: The Vendor Sends You A Refund Check For A Bill That Is Already Paid

  • Record a Deposit of the vendor check:
    • Go to the Banking menu and go to Make Deposits.
    • Select OK from the Payments to Deposit.
    • Now from the Make Deposits window, tap on the Received from drop-down list and select the vendor from which you received the refund.
    • Click on the From Account drop-down list and choose the appropriate Accounts Payable
    • Enter the exact amount of the Vendor check.
    • You can also enter a memo, check number, payment method and class as well.
    • Click Save & Close.
  • Record a Bill Credit for the refunded amount:
    • Go to Vendors menu and then select Enter Bills.
    • Choose the Credit button to account for the return of goods..
    • Provide the name of the vendor in Vendor name.
    • Navigate to the Expenses tab and enter the Accounts on the actual Bill.
    • Provide the appropriate amount for every account in the Amount
    • Click on Save and Close.
  • Link the deposit to the Bill Credit:
    • From the main menu, go to Vendors > Pay Bills.
    • Validate the Deposit which is accurate with the Vendor check amount.
    • Click on Select Credits and then apply the Bill Credits you created earlier.
    • Click on
    • Select Pay Selected Bills > Done.

Scenario 2: The Vendor Sends You A Refund Check For Returned Inventory Items

  • Record a Deposit of the vendor check:
    • From the main menu, go to Banking > Make Deposits.
    • Click on OK on the Payments to Deposit
    • Now, click on Received from drop-down in the Make Deposit
    • Select the vendor from which you get the refund.
    • Now, choose the vendor who sent you the refund.
    • Enter the amount of vendor check in the Amount
    • Provide other important information in the Deposit
    • Click Save & Close.
  • Record a Bill Credit for the returned items:
    • Go to the Vendors menu and select Enter Bills.
    • Click on Credit to account for the return of goods.
    • Provide the Vendor name and then go to the Items
    • Provide the returned items including the same amount and quantity as the refund check.
    • Click Save & Close.
  • Link the deposit to the Bill Credit:
    • Go to Vendors menu and select Pay Bills.
    • Validate the Deposit which is similar to the Vendor check amount.
    • Click on Select Credits and then apply the Bill Credits you created earlier.
    • Click on
    • Select Pay Selected Bills > Done.

Scenario 3: The Vendor Sends A Refund Check That Is Not Related To An Existing Bill

Examples contains rebates, reward incentives, refunds, reimbursements, or checks that the vendor issues to cash out an existing credit.

  • Record a Deposit of the vendor check:
    • Go to the Banking menu and go to Make Deposits.
    • Select OK from the Payments to Deposit.
    • Now from the Make Deposits window, tap on the Received from drop-down list and select the vendor from which you received the refund.
    • Click on the From Account drop-down list and choose the appropriate Accounts Payable
    • Provide the actual amount of the Vendor check in the Amount
    • Fill-in other important information in the Deposit and then click Save & Close.
  • Record a Bill Credit for the amount of the Vendor Check:
    • Go to Vendors menu and then select Enter Bills.
    • Choose the Credit button to account for the return of goods..
    • Provide the name of the vendor in Vendor name.
    • Navigate to the Expenses tab and enter the Accounts you use for refunds.

Note: If you are confused about the account that you need to select then it is recommended for you to contact the Intuit QuickBooks Support.

  • Provide the appropriate amount for every account in the Amount
  • Click on Save and Close.
  • Link the Deposit to the Bill Credit:
    • Deposit which is similar to the Vendor check amount.
    • Click on Go to Vendors menu and select Pay Bills.
    • Validate the Select Credits and then apply the Bill Credits you created earlier.
    • Click on
    • Select Pay Selected Bills > Done.

Scenario 4: A Vendor Sends A Refund Check On behalf of the original Vendor

  • Create a deposit for the vendor who sent the refund check:
    • Go to the Banking menu and go to Make Deposits.
    • Select OK from the Payments to Deposit.
    • Now from the Make Deposits window, tap on the Received from drop-down list and select the vendor from which you received the refund.
    • Click on the From Account drop-down list and choose the appropriate Accounts Payable
    • Enter the exact amount of the Vendor check.
    • You can also enter a memo, check number, payment method and class as well.
    • Click Save & Close.
  • Create a Bill for the Amount of the Deposit and apply it to the Deposit:
    • From the main menu of QuickBooks, go to Vendors > Enter Bills.
    • From the Amount field, provide the exact refund amount.
    • Go to the Expense
    • Choose a Wash account in the Account
    • Provide the refund amount in the Amount
    • Click on Save & Close.
    • Again go to the Vendors menu and choose Pay Bills.
    • Select the appropriate bill and then click on Set Credit.
    • Click on the Credit and then Done.
    • Select Pay Selected Bills > Done.
  • Create a Credit for the Original Vendor:
    • Go to Vendors menu and then select Enter Bills.
    • Choose the Credit button and select the vendor who sent the refund in the Vendor
    • Provide the amount to be refunded in the Credit Amount
    • Navigate to the Expenses tab and choose the account you used on the
    • Provide the refund amount in the Amount field and then click on Save and
  • Create a Bill for the Amount of the Credit affecting the Wash Account and apply the Bill to the Credit:
    • From the main menu of QuickBooks, go to Vendors > Enter Bills.
    • From the Amount field, provide the exact refund amount.
    • Go to the Expense
    • Choose a Wash account in the Account
    • Provide the refund amount in the Amount
    • Click on Save & Close.
    • Again go to the Vendors menu and choose Pay Bills.
    • Select the appropriate bill and then click on Set Credit.
    • Click on the Credit and then Done.
    • Select Pay Selected Bills > Done.

Scenario 5: The Vendor Sends You The Refund As A Credit Card Credit

  • Go to the Banking menu and choose Enter Credit Card Changes.
  • Select your credit card account from the Credit Card drop-down list and then click on Refund/Credit
  • Select vendor name and provide other important information such as Date, Ref No. and
  • Create a memo to make the transaction more specified.
  • If the items are returned then go to Item tab and then from the refund, enter the Items and
  • Go to the Expenses tab if the refund doesn’t have any item. Select the Account and provide the appropriate refund amount.
  • Click Save & Close.

Reach Us For Support

Hopefully, you find this article helpful for you and you are clear about the process of how to record a vendor refund in QuickBooks. In case if you couldn’t do the same or you have any query regarding this then you can contact us at our toll-free QuickBooks Tech Support Number +1888-396-0208 and get answers for all your queries.

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How To Record A Vendor Refund In QuickBooks Desktop?: [Complete Guide]

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