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How to Unapply a Credit Memo in QuickBooks

· 5 min read
Debits

Introduction​

A credit memo in QuickBooks is used to reduce a customer's balance for returns, discounts, or corrections. While credit memos are generally applied directly to an invoice, there may be instances where you need to unapply a credit memo, such as if it was applied to the wrong invoice or in error. This guide will walk you through the steps to unapply a credit memo in QuickBooks, ensuring your financial records are accurate and up to date.

Reasons for Unapplying a Credit Memo​

  1. Incorrect Invoice Application: The credit memo was applied to the wrong invoice.
  2. Credit Memo Not Needed: The credit memo may no longer be necessary or was issued in error.
  3. Partial Application Required: Only part of the credit should have been applied, but the full amount was mistakenly used.

Step 1: Identify the Credit Memo​

1.1: Locate the Credit Memo​

  1. Open QuickBooks: Log in to your QuickBooks account and ensure you are working in the correct company file.
  2. Go to Sales: From the left-hand menu, click on Sales, and then select Customers.
  3. Find the Customer: Search for the customer to whom the credit memo was issued. This will display a list of all transactions, including the credit memo and invoices.
  4. Open the Credit Memo: Click on the credit memo that needs to be unapplied to view its details.

1.2: Verify the Application​

  1. Review the Applied Invoice: In the credit memo window, look for the Applied To section, which shows the invoice(s) the credit was applied to.
  2. Note the Affected Invoices: Take note of the invoice number(s) and the amount of the credit applied to each.

Step 2: Unapply the Credit Memo​

2.1: Edit the Payment Linked to the Credit Memo​

  1. Go to Receive Payment: In QuickBooks, click on + New in the top left corner and select Receive Payment from the drop-down menu.
  2. Select the Customer: Choose the customer whose credit memo was applied to an invoice.
  3. Locate the Transaction: Find the payment or credit memo linked to the invoice. QuickBooks shows a list of open invoices and any credits applied.
  4. Uncheck the Credit:
    • In the Credits section, you will see the credit memo applied to the invoice.
    • Uncheck the box next to the credit memo to remove it from the invoice.
  5. Save the Changes: Once the credit memo is unapplied, click Save and close to update the changes.

2.2: Verify the Unapplied Credit Memo​

  1. Return to the Customer's Profile: Go back to the customer's transaction list in the Customers section under Sales.
  2. Check the Credit Memo: The credit memo should now show as unapplied. You can see that the amount has been returned to the customer's credit balance, making it available for future use or edits.

Step 3: Reapply or Adjust the Credit Memo (Optional)​

3.1: Reapply the Credit Memo​

  1. Go to Receive Payment: To reapply the credit memo, go back to + New > Receive Payment.
  2. Select the Customer: Choose the same customer to whom the credit was issued.
  3. Apply the Credit to the Correct Invoice:
    • In the Credits section, check the box next to the credit memo.
    • Select the correct invoice you wish to apply the credit memo to.
  4. Save the Transaction: After applying the credit to the correct invoice, click Save and close.

3.2: Edit or Delete the Credit Memo (If Needed)​

  1. Edit the Credit Memo: If the credit memo was issued with incorrect information, you can edit the details. Go to the credit memo, click Edit, and update the necessary fields (such as amount, date, or description).
  2. Delete the Credit Memo: If the credit memo is no longer required, you can delete it entirely:
    • Open the credit memo and click More at the bottom of the screen.
    • Select Delete and confirm your decision.

Step 4: Review and Reconcile the Customer Account​

4.1: Check the Customer's Balance​

  1. Go to Customer Profile: Navigate to the Customers tab in the Sales section.
  2. Verify the Balance: Check the customer's balance to ensure the credit memo is unapplied, and the outstanding balance reflects the correct amounts.

4.2: Run a Transaction Report​

  1. Generate a Customer Balance Detail Report:
    • Go to Reports > Customer Balance Detail.
    • Filter the report by customer to see a detailed list of all transactions, including credit memos and invoices.
  2. Verify the Unapplied Credit: Ensure that the credit memo shows as unapplied or applied to the correct invoice, depending on your action.

Best Practices for Managing Credit Memos​

  1. Review Transactions Regularly: Periodically review customer accounts to ensure that credits, payments, and invoices are applied correctly.
  2. Document Changes: Whenever you unapply or reapply a credit memo, add a memo or note to explain the reason for the change. This helps maintain a clear audit trail for future reference.
  3. Communicate with Customers: If you unapply or reapply a credit memo that affects a customer’s balance, notify the customer to avoid confusion or disputes regarding their account.
  4. Use Credit Memos Carefully: Be cautious when issuing credit memos to ensure they are applied correctly from the start, which reduces the need for adjustments later.

Conclusion​

Unapplying a credit memo in QuickBooks is a straightforward process that can be completed quickly to correct any mistakes in applying credits to customer invoices. By following the steps outlined in this guide, you can ensure your customer accounts are accurate and up to date. Whether you need to unapply, reapply, or adjust a credit memo, QuickBooks provides the tools to manage these transactions efficiently.