This article will help you to void or refund customer payments in QuickBooks Online. If you use QuickBooks Payments, customer credit card payments can easily be accepted and processed in QuickBooks Online. Also, voiding or refunding payments is a common workflow in QuickBooks Payments. In this article, you will learn how to void or refund a payment transaction in QuickBooks Online that will help you to process each payment and your account will have accurate data.

When You Can Void Or Refund A Transaction

  • Payment transactions batch at 3:00 PM PT every business day. The transaction can be voided if the payment transaction is not batched till the time. You can know more about processing times in this article. If the transaction is voided before the payment process, you will be able to avoid any fee.
  • If the payment transaction is batched already, you will have to provide a refund to your customer. Entire amount can be transferred or you can choose particular products for which you want to provide the refund. You also need to be concerned regarding the refunding payment transactions. Note: If you have already signed up for Instant Funding and apply it to a transaction, your payment will automatically fall under the batched transaction.

Void A Sales Receipt Paid By Credit Card Or ACH

  1. From the Sales menu, choose the All Sales tab.
  2. Click on the sales receipt for which you want the payment to get voided.
  3. Click on the Transaction Processed link from the sales receipt detail screen and then click on Refund.
  4. Click on Yes, refund my customer.

If you can void the transaction before the payment was batched, you will be shown the Voided status on your screen. You can also print a voided sales receipt by clicking on Print.

Void An Invoice Paid By Credit Card Or ACH

  1. From the Sales menu, choose the All Sales tab.
  2. Click on the invoice for which you want the payment to get voided.
  3. Now, click on payment made link from the invoice detail screen and then click on the Date link.
  4. Click on the Transaction Processed link.
  5. Click on Refund and then Yes, refund my customer.
  6. Then, click on OK to complete the process.

If you can void the transaction before the payment was batched, you will be shown the Voided status on your screen. You can also print a voided sales receipt by clicking on Print.

Refund A Customer Payment

QuickBooks online gives you multiple ways to provide refunds. You need to perform the steps mentioned below according to how you processed the transaction.

Refunding credit card payments

Credit cards refunds have the following requirements:

  • Credit card refunds only go to the original card which was used for the purchase. You are supposed to contact your customer to get the information.
  • Only the original sale amount can be refunded but not more than that.
  • The Credit Card refunds can only be issued within 180 days of the date of sale.

Refund a credit card or an ACH payment for a sales receipt

  1. Click on + New and then choose Refund receipt.
  2. From the Customer ▼ dropdown, choose the customer you wish to refund.
  3. Provide required information in the respective fields and it should be the same as the original sale. Choose QuickBooks Credit – Credit card to refund money back to their credit card.  Choose QuickBooks Credit – Bank to refund money back to their bank account.
  4. From the Refund From, choose the payment method and account to which the refund will be provided.
  5. Click on Save and close.

You can click on Print if you want to send or print the refund receipt.

Refund a credit card payment or ACH payment for a paid invoice

Follow the steps mentioned below to refund an invoice to which your customer has already paid.

  1. Click on + New and then choose Refund receipt.
  2. From the Customer ▼ dropdown, choose the customer you wish to refund.
  3. Provide required information in the respective fields and it should be the same as the original sale.
  4. Select the payment method and account you want to refund the customer from. Note: An ACH payment can’t be refunded to the customer’s bank account. You have to change a separate refund method (cash, check, or store credit).
  5. Click on Save and close.

You can click on Print if you want to send or print the refund receipt.

Give a partial refund

  1. Click on + New and then choose Refund receipt.
  2. From the Customer ▼ dropdown, choose the customer you wish to refund.
  3. Provide required information in the respective fields and it should be the same as the original sale. Note: In case you wish to partial refund, you just need to add the items or amount you want to refund.
  4. Click on Save and close.

You can click on Print if you want to send or print the refund receipt.

Reach Us For QuickBooks Help

The provided solutions should be helpful for you in understanding the process to void or refund customer payments in QuickBooks Online or Desktop. However, if you are facing any difficulties with the process, you can get connected with our technical help department by dialing the toll-free +1800-324-6955 for instant help.

Void Or Refund Customer Payments In QuickBooks Online

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