How to Set-up Emails in QuickBooks Desktop Pro?

How to Set-up Emails in QuickBooks Desktop Pro?

Learn how to setup Email in QuickBooks Desktop Pro

QuickBooks is excellent accounting software and it’s best for mid-size business working and delivering till its fullest capacity. QuickBooks Desktop Products have many options like integrating your email with Outlook, Web-mail and QuickBooks mail. If you are currently using Google mail and you want to choose the webmail option but now cannot get it done with Google mail. Here, in this post, we have discussed how you can setup Email in QuickBooks desktop.

You may also read: How to set up, install QuickBooks desktop enterprise?

Configuration of your email service with QuickBooks desktop

You usually have various options for Email integrations like Webmail, Outlook and QB Email when you work with QuickBooks Desktop products. There is a chance that some people cannot get it to work with Gmail.

QuickBooks Email Options:

There’s a chance that you see all three options for Email in your QuickBooks Desktop preferences. Several versions of QB do not provide all three and even if you have a version which supports all three versions you might not see all the options on some particular computer installations.

  • WebMail- It was introduced by QuickBooks in the year 2011 and it allows you to connect via Gmail, Yahoo email or your own web-based email service.
  • Outlook- Outlook support is only there if you have already installed Microsoft Outlook on your computer. It is preferred email integration as it provides the greatest degree of control.
  • QuickBooks Email- It is least favourable. It is dependent on Intuit mail servers plus they don’t own web-based email services.

See Also: How to Fix QuickBooks Error 404?

Steps to Setup Email in QuickBooks Desktop

You can configure your QuickBooks via webmail, outlook and email to Email invoices, reports and other transaction. Make sure that your QuickBooks is compatible with your version by checking QuickBooks Desktop system requirements.

Webmail

In the updated version of QuickBooks you can work out with Secure Webmail for an easier connection to your Email service provider and reliable on your QB Desktop version and it’s only vacant for some providers.

QuickBooks 2019: Left for Gmail, Yahoo Email, Hotmail and AOL like Mozilla Thunderbird Email Client.

Note: Supports simple text version in Mozilla.

QuickBooks 2018: Available for Gmail and Hotmail/Live clients in the US, Canada and UK.

QuickBooks 2017 R5 and newer- It is available for Gmail users in the United States.

QuickBooks 2017 R4 and older- Secure Webmail not vacant for its version.

To setup a Secure Webmail:
  • Initially, select ‘Preferences‘ and then click on ‘Send Forms‘ from the QuickBooks ‘Edit‘ tab.
  • Choose the ‘Webmail option‘ and then select the ‘Add button‘.
  • Now, choose your provider from the drop-down list and then input your ‘email address‘.
  • Make sure that ‘Enhanced Security‘ checkbox is marked.
Setup a Secure Webmail - Screenshot
  • Click on ‘OK‘ button.
  • When asked, sign in to ‘Intuit Account‘.
  • On the screen, you’ll see webmail provider login page.
  • Sign in and then select ‘Grant Intuit Access‘.

Outlook

  • Firstly, you have to ‘create a new Outlook email profile
  • If you have Outlook accounts then move to the Next Step.
  • Select the information to configure Outlook as your Email client.
    • Username
    • Password
    • Incoming email server address
    • Incoming email server type
    • Outgoing email server address

Quick tip: You can contact your Internet Service Providers for the above given information.

  • Set up Outlook in QuickBooks.

Quick Tip: Want to see Outlook is missing in QB Desktop Send Form preferences if Outlook is unavailable in your QuickBooks.

  • Select Preference and then select Send Forms from the QuickBooks Edit menu.
Setting up Outlook email in QuickBooks desktop - Screenshot
  • Choose Outlook and click Ok button.

See Also: Integration of QuickBooks PayPal with QuickBooks online (QBO)

Connect with Regular Webmail:

If you are working on QuickBooks Desktop in the US:

ISP (Internet Service Provider) SMTP Server SMTP Port
1AND1.com smtp.1and1.com 587 (SSL enabled, with password)
ADELPHIA mail.adelphia.net 110
AOL    smtp.aol.com 465 or 587* (SSL enabled for incoming and outgoing mail server)
BELL SOUTH mail.bellsouth.net 110
COMCAST   smtp.comcast.net 587  
COMPUSERV   smtp.compuserve.com smtp.aol.com 110 or 587
COX Business smarthost.coxmail.com 25
COX CENTRAL      smtp.central.cox.net 25
COX EAST smtp.east.cox.net 25
COX WEST smtp.west.cox.net 25
EARTHLINK smtpauth.earthlink.net 25 (with password)
GODADDY smtpout.secureserver.net 80
LYCOS smtp.mail.lycos.com 25
MICROSOFT OUTLOOK 365 outlook.office365.com 587 (SSL enabled)
NETSCAPE smtp.isp.netscape.com 25 (SSL enabled)
PRODIGY smtp.prodigy.net 25 (SSL enabled)
ROADRUNNER smtp-server.sc.rr.com 587
SPRINT PCS smtp.sprintpcs.com 25
VERIZON outgoing.verizon.net 465
VERIZON YAHOO outgoing.yahoo.verizon.net 465

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If you are working on QuickBooks Desktop in Canada:

ISP (Internet Service Provider) SMTP Server SMTP Port
MICROSOFT OUTLOOK 365 outlook.office365.com 587 (SSL enabled)
BELL MAIL smtphm.sympatico.ca 25 (or 587 if port 25 does not work)
BELLNET smtpa.bellnet.ca 25
CLUB INTERNET smtp.club-internet.fr 25
COGECO smtp.cogeco.ca 465
COMCAST smtp.comcast.net 465
EARTHLINK smtpauth.earthlink.net 587
GMAIL smtp.gmail.com 587
HOTMAIL smtp.live.com 587
LAPOSTE smtp.lineone.net 25
MAIL smtp.aol.com 587
MSN smtp.live.com 25
MTS smtp.mts.net 25
NETSCAPE smtp.isp.netscape.com 25
NETZERO smtp.netzero.com 25
NEUF smtp.neuf.fr 25
ROGERS smtp.broadband.rogers.com 25
SASKTEL mail.sasktel.net 25
SHAW shawmail.cg.shawcable.net 25
SKYNET smtp.skynet.be 25
SYMPATICO smtphm.sympatico.ca 25
TELUS smtp.telus.net 25
VIDEOTRON relais.videotron.ca 25
YAHOO smtp.mail.yahoo.com 465

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Setup a regular Webmail:

ISP obeys the Webmail servers. QuickBooks automatically select out the information for the many common service providers, like Gmail, Yahoo and Hotmail etc.

  • Select Preferences and then select Send Forms from the Edit menu in QuickBooks.
  • Select Webmail and then choose Add button.
Setting up Web mail in QuickBooks desktop - Screenshot
  • Choose your provider from the drop-down list and then input your email address.
  • Click on OK button.

Read Also: How to Fix QuickBooks Error 6129, 0?

Important things to Remember:
  • QuickBooks Desktop will ask you to enter your webmail password the first time you send an email using regular webmail unlike with Secure Webmail.
  • If you have issues in open account by password in QuickBooks Desktop and note that webmail providers require the user to confirm configuration for two-step verification.
  • Fox Cox user: When we send email, the standard SMTP setting of Cox then uses SSL or login information. QuickBooks needs login credentials and prefers SSL connections and hence, use port 25. Use SSL with such alternatives port 587 or 465.
  • For CableOne users: Make use of these credentials as CableOne uses Google servers.
  • Email Address: Your Email
  • Email Provider: Gmail
  • Port: 587 or 465
  • SSL: Yes

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We hope that with the help of these above mentioned steps you have now successfully setup Email in QuickBooks Pro version. However these steps are bit confusing and consumes much time to follow.

In case you are facing any kind of difficulties or unable to do the specific task or you have any other QuickBooks related issues then no need to worry. Please feel free to get in contact with our QuickBooks customer support team at 1-844-405-0907 to share your concerns with one of our Intuit certified ProAdvisor to get 24/7 help.

 

Read Also:

How to Fix QuickBooks Desktop Update Errors?

How to Fix QuickBooks Error 6190 and 816?

Steps to Resolve QuickBooks Error 9994

How to Access QuickBooks Desktop Remotely?

How to Access QuickBooks Desktop Remotely?

Learn how to use your QuickBooks Desktop from home and your office:

Nowadays, QuickBooks software is one of the most reliable and trusted accounting & financial management software for the business. QuickBooks accounting software offers some beneficial and unique features that are especially built-in to deliver the best accounting experience to the users. The simple UI of the QuickBooks adds more to its value as a non-technical or non-accountant can also use it easily. With the businesses going global and an increasing number of users getting inclined towards working from a remote location, the need for remote accessibility of accounting data has grown exponentially. In this article, we are going to provide the best of our knowledge to access the QuickBooks desktop remotely or QuickBooks remote access. Also you can ask your queries directly to our accounting experts by dialing our QuickBooks enterprise solutions help number i.e. 1-844-405-0907 to save you time and efforts.

Just because of these spectacular reasons, QuickBooks software covers almost 73% of the accounting & bookkeeping market sphere in the United States. We all wonder and want to know how to access QuickBooks desktop remotely as at sometimes we can’t operate on the desktop. We will be discussing the facts associated with QuickBooks remote access in this article in detail.

You may also read: How to activate the QuickBooks desktop?

Insight into QuickBooks Remote Access

In simple words, QuickBooks Remote Access is one of the safest and most secure server with the help of which the users can access the system from any other computer with an Internet connection. QuickBooks Remote makes it easy for the users to access the QuickBooks, email, and other programs & documents regardless of place and time. It also allows the users to transport a file or folder between machines. Without any difficulty, QuickBooks remotely allows to print the documents from a remote computer to a local printer.

Advantages of QuickBooks Desktop Remote Access

With the help of WebEx tool that supports online meetings & communication services, the user can easily and swiftly access the QuickBooks software from anywhere, at any time.

  • The user can import/export a QB file or a whole folder from one system to another and vice versa
  • Also, this software saves the traveling time and office infrastructure cost for accounting purpose
  • Another benefit that it offers is that Copy & Paste among remote machine and local PC’s is possible
  • It is possible for the users to effortlessly and smoothly print, from the remote system to a local printer
  • Client or managers can without any hassle track or trace the activities or actions of the accountants
  • Lastly, one of the basic purpose served by this accounting software is that multiple users can work together on the same QuickBooks file

QuickBooks Remote Access Cost

The user will have to pay for the QuickBooks Remote Access software. As it is not free..! It is accessible in two different versions.

  • Full Desktop Access ($99.75/month)
  • QuickBooks Access ($77.95/month)

Read Also: How to Fix QuickBooks Error Code 193?

What are the supported Remote access options for QuickBooks?

Hosting QuickBooks Desktop on Cloud: The very first option is hosting QuickBooks desktop on cloud, as Authorized hosting of QuickBooks desktop software on any third party servers is now permitted by Intuit. The authenticated users can access the QuickBooks installed on the server of hosting providers from anywhere via Internet.

Using QuickBooks remote access tool: This option is suggested by the experts as this tool can easily connect to the remote system that has the QuickBooks accounting software installed in it. The basic tasks such as copying files from local to remote and vices versa, printing files using local printers, accessing QuickBooks data folders and files remotely, etc. can be smoothly performed by this tool.

Switching to QuickBooks Online: The third and the last option that the users have is to switch to QuickBooks online (QBO) from QuickBooks desktop. For the ones who don’t know what is QuickBooks online, it is basically a solution from Intuit working entirely on cloud and increasing efficiency of the software. The user can access QuickBooks from any device that has an internet connection.

Read Also: How to Recover QuickBooks password?

Easy Steps to Access the QuickBooks Desktop Remotely

  1. First of all the user should visit the Intuit Inc. official website and then sign up for the QuickBooks Remote Access
  2. After that Log-in the account credentials such as registered mail ID, password, etc. on the QuickBooks Remote Access website. It should be noted that before login, the user should launch the Web browser on the system through which he/she needs to access the QuickBooks software remotely
  3. Once done with that, download the remote access tool installation file, followed by tapping the “Setup computer” icon
  4. Now, in the “Nickname” field, the user has to type in the System nickname, and then tap on to the “Next” icon
  5. Moving ahead, the user is supposed to tick the checkbox next to the options to initiate each time a remote session is logged in. The options include: “Automatically reduce screen resolution to match”, “Use full-screen view by default”, “Disable this computer’s keyboard and mouse” and “Make this computer’s screen blank”
  6. Jumping on to the next step, the user is supposed to tick the checkbox next to the applications, in order to attain access remotely on this system
  7. Click the “Next” button
  8. Coming to the end of the process, the user needs to tick mark the box for the authentication option to use. In that case the user can enter a passcode or can also use a phone number. When he/she accesses QuickBooks desktop remotely, the passcode option permits to enter the passcode on the login page. The phone number option needs that the tools call the user, and then prompt for accessing the code each time.
  9. The final step is to hit “Finish” button

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Alternate Way for Remote Accessing QuickBooks

  • In this process, the very first step is to launch the Web browser on the system. After that log in to the account via the QuickBooks Remote Access website.
  • The user is then required to check out the box that was used earlier to define the system nickname. After that hit the “Connect” icon.
  • The user is required to authorize the desktop by using the password or by means of phone authentication. In case the remote tool calls the user and prompts for passcode. Then the user is supposed to enter the passcode on the phone.
  • To end the process, hit the “Remote Access” drop-down menu, followed by opting for “End QuickBooks Remote Access Session” .

See Also: How to mark an invoice as paid in QuickBooks?

Conclusive lines!!

With this we come to the conclusion of this post, and we expect that information that we have tried to convey with the help of this article might help the user in accessing QuickBooks desktop remotely. If in case, you are having any queries or facing any kind of difficulties – you can contact our QuickBooks certified experts and technicians at our toll-free helpline number i.e. +1-844-405-0907.

Our QuickBooks ProAdvisors will look forward to your concern and provide you a feasible solution for your all accounting problems. Thus, do not hesitate in talking to our technical support team.

 

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How to Merge Vendors in QuickBooks?

How to Merge Vendors in QuickBooks?

Comprehensive Guide to merge Vendors in QuickBooks

QuickBooks accounting software is packed with features and functionalities loved by entrepreneurs all across the globe. This software comes with manifold constructive features, and one such feature is allowing the users to merge vendors. As per the latest feature of QuickBooks, the user can merge up to four vendors at a time with much ease.

We have come up with this blog with an aim to answer some of the most commonly asked questions such as: Can I merge Vendors in QuickBooks? How many vendors can be merged in QuickBooks? How to merge vendors in QuickBooks? What do you mean by merging vendors in QuickBooks? If you are also having any such query, then stay tuned with the article and clear all your clouds of confusion. However, for expert assistance, you can also reach out to our QuickBooks support team by dialing our toll-free number .i.e. +1-844-405-0907.

Read also: Use Undeposited funds account to receive payments in QBO

Merging Vendors in QuickBooks

Many QuickBooks users doubt, whether it is possible to merge vendors or not. Well, it is very much possible to merge vendors in QuickBooks. The process of merging vendors permits the users to consolidate all the transactions. The best part is that the users are not required to enter the transactions over and over again, one after the other. The merging process basically deletes one vendor and at the same time, reassigns the entire relevant data to the other vendor. Once these steps are completed, it should be noted that things can’t be reversed. This means that everything is permanent, from deletion of one vendor to transfer of the data to another.

Points to remember before beginning with the merging procedure

Well, before you begin with the merging procedure, it is better to update yourself with certain pointers that you should definitely keep in mind. To make it easier for you, we have jotted down a few of them:

  • The very first thing that you can’t afford to miss is taking a secure backup of QuickBooks company file. Avoiding this might end up in data loss at large.
  • Always ensure that you are in single-user mode, and if by any chance you are using the multi-user mode, then don’t think much simply switch to the single-user mode.
  • The next point that requires your attention is to turn off the Multi-currency feature.
  • The user is also required to ensure that he/she is not merging paid through online banking vendors, tax authorities vendors, and also the direct deposit vendors.
  • Another matter to be considered is that the merging process can’t be reversed once performed. Thus, double-check before merging the vendors and ensure that you are merging the accounts that are really needed to be merged.
  • Lastly, the only way to undo a merge is to restore the backup of the data file.

See Also: How to Check QuickBooks Product Version and Release?

Merging Vendors in QuickBooks Desktop 2019

The process of merging vendors in QuickBooks vary from version to version of QuickBooks. The below-enumerated steps are for the merging vendors in QuickBooks Desktop 2019:

  1. To begin with, the user is required to access the merge vendors window
    • There can be two alternatives, one for the QuickBooks Desktop Accountant Edition: In this, the user has to visit the Accountant menu and then select the Client Data Review, followed by visiting the Merge Vendors option
    • And for QuickBooks Desktop Enterprise, the user has to visit the company menu and then select the Accounting tools, followed by visiting the merge vendors option.
  2. Moving ahead, in the merge vendors window, select the vendors to be merged, and then tapping on to the Next option.
  3. Now, select the Master Vendor option and then click on the Merge option
  4. The last step is, on the confirmation prompt Yes, on the Merge Complete Window, the user is required to select the OK option.
Merging Vendors in QuickBooks Desktop 2019 - Screenshot

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Merging vendors in QuickBooks Desktop 2018 and below

  • The very first step is to select the Vendors menu and then opt for the Vendor Center.
  • Moving ahead, the user is required to right click on the Vendor’s name to keep, followed by selecting Edit Vendor.
  • Now, the next step is to copy vendor’s name.
  • After that, tap on Cancel option to return to vendor center.
  • After following the above steps, the user is required to right click on vendor’s name to merge, and then choose the Edit Vendor.
  • In the next step, the user needs to replace the vendor name with one copied, and then selecting the OK option.
  • The last step is to tap on to the Yes option, at the time when a prompt is displayed to proceed to merge.

With this we come to the end of this article, with the hope that this article might be helpful to you in any manner. By following the above-scribbled steps, the user can easily merge vendors in QuickBooks.

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Winding Up!

However, if you are finding difficulty in merging vendors, even after following the above steps, then all you need to do is dial our toll-free number .i.e. +1-844-405-0907, and our QuickBooks accounting and bookkeeping experts and highly qualified professionals will be there to assist you in a single call. Do not hesitate to call our technicians anytime, as they remain active round the clock to provide the best possible services to our clients.

 

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How to Record vendor refunds in QuickBooks desktop?

Steps to resolve QuickBooks Error Code 6007

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How to transfer QuickBooks from Old Computer to a New Computer?

How to transfer QuickBooks from Old Computer to a New Computer?

When a user is working on QuickBooks software, there comes a time when he wants to transfer the QuickBooks from old computer to new computer. There can be any reason behind this decision. A user can easily use the migrator tool to transfer QuickBooks software from his old to new computer with maximum three files, and if the user is using a US version of single-user QB desktop. When a user wants to do this, he should follow the steps below to reinstall or move the QB Desktop installation:

For a chance, if you have QuickBooks license and product number but do not have QB installation files, then you can download them from Intuit website.

When a user re-installs or transfers QuickBooks to the new computer, then registration is required. User can register following the below steps:

  • Go to ‘Help‘ in QuickBooks menu bar
  • Click on ‘Register QuickBooks
  • Enter ‘business phone number‘ and ‘postal code
  • Once the information is complete, your QuickBooks will be registered
  • Intuit will also record your ‘registration details‘ for the new computer

Note:

  1. If you registered from this PC earlier, then you are not required to register again.
  2. As you have transferred QuickBooks from one to another PC, then you will also have to transfer company files. You can copy these files to the new PC once the QB is installed properly.

See Also: How to Fix QuickBooks Error Code 80040408?

How to transfer QuickBooks from one computer to another using Migrator Tool?

Migrator tool is one of great features of the QuickBooks software. A user can complete the process of transfer in just few clicks due to this feature only.

How does migrator tool work to transfer QuickBooks from one computer to another?

Migrator Tool is also known as Move QuickBooks tool. This tool can be accessed only if you are an Admin user. You will need to create a complex password and need to remember it by writing it somewhere, however, it is required only once.

The migratory tool will allow you to copy max three company files in the USB flash drive along with the supporting documents. Pen drive will physically move the files and the migratory tool will do technical work in background. The tool will also download the right version of QuickBooks Desktop in the new computer and will aid in setting up all the files.

Note: Using migratory tool will not delete any file or reformat your system.

Requirements of migratory tool to transfer QuickBooks to new computer:

  • There should be internet connection to new computer.
  • Pen drive should have good amount of empty space. Free space around 150-200 MB is required usually.

Data which gets copied through migratory tool while moving QB to new PC:

All the data required to run QuickBooks Desktop gets copied, however, the list is as below:

  • Version and other QB Desktop details
  • Recent company files- max 3 files with supporting documents
  • All other related files and custom templates and forms
  • QB templates and letters
  • Local attachments
  • Memorized reports
  • Spell checker
  • Printer settings
  • Financial Statement Designer
  • Layout designer
  • Business planner (.bpw)
  • Cash flow
  • Statement writer
  • QB Loan Manager (.lmr)
  • Advanced reports (for QB Enterprise)

Read Also: How to Fix QuickBooks Error Code C=343?

What is not copied using migratory tool when QuickBooks is transferred from old to new computer?

  • Multi-user set configuration.
  • Payroll or payments services set up in QuickBooks will not be copied as per Intuit policy to protect data.
  • Intuit Data Protect needs to be uninstalled in the old PC and reinstalled in the new PC
  • Company files which have not been recently opened will not be copied.
  • Manual backups created by the user will not be copied.

Below given are the steps to use migratory tool:

On Old Computer:

  • Go to ‘File menu‘ in QuickBooks menu bar
  • Select ‘Utilities
  • Find ‘Move QuickBooks’ to another computer and then, click on it.
  • After that, click on ‘I am Ready’, and create one-time password
Move QuickBooks to another computer - Screenshot 2
  • Choose ‘pen drive‘ to use
  • Wait when files get copied
Move QuickBooks to another computer - Screenshot 3

On the New Computer:

  • Insert pen drive
  • Find ‘Move_QuickBooks.bat’ file on pen drive and run it.
  • Enter password that you created
  • Click on ‘Let’s go
  • Migrator  tool will now do its work.

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Winding Up!

There is no fix time on how much time will it take to complete the process. It completely depends on the internet speed and size of company file. In case you face any issue while following these steps, you can contact our QuickBooks enterprise support team or accounting consulting professionals at toll-free number .i.e. +1-844-405-0907.

 

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How to Record Vendor Refunds in QuickBooks Desktop?

How to Record Vendor Refunds in QuickBooks Desktop?

QuickBooks is the largest accounting software working for the various business owners and serving them with the best facilities for bookkeeping and maintaining accounts. For years, QuickBooks has always proved to be a notable tool for all users. QuickBooks has always been a trustworthy software that ensures full safety to the transactions in the accounts. Not only this, but it also has highly advanced and new features for making the work simpler. In this article, we will learn how to record vendor refund in QuickBooks desktop. You can learn the various processes to record the refund in QuickBooks appropriately just by following the procedures given in this article.

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Steps to Record Vendor Refund in QuickBooks Desktop

Follow the below steps to record vendor refund in QuickBooks Desktop.

Process 1 – When the vendor sends you a refund check for returned inventory items

Record a Deposit of the vendor check:

  • Firstly go to the ‘Banking menu‘ and select ‘Make Deposits‘.
  • After that click ‘OK‘ in the deposit window.
  • Hit a click on the ‘Received from the drop-down‘ and select the vendor who sent you the refund.
  • Then, select the appropriate ‘Accounts Payable‘ account.
  • In the Amount column, enter the actual amount of the ‘Vendor‘ check.
  • Enter the rest information in the ‘Deposit account‘.
  • Click ‘Save & Close‘ the window.

Record a Bill Credit for the returned items:

  • First of all you need to select ‘Enter Bills‘ in the vendor’s menu.
  • Click the ‘Credit‘ option button to account for the return of goods.
  • Enter the ‘Vendor name‘ and click on the ‘Items Tab‘.
  • Enter the returned items with the same amounts as the amount on the refund check.
  • Finally, press ‘Save & Close‘.

Link the deposit to the Bill Credit:

  • Go to the ‘Vendors‘ menu and select ‘Pay Bills’.
  • Verify the ‘Deposit‘ with the ‘Vendor check amount‘.
  • Choose ‘Set Credits’ and apply the ‘Bill Credit‘ you have made.
  • Click done and tap on ‘Pay Selected Bills‘ then click done.

See Also: How to Fix QuickBooks Error Code 6150, -1006?

Process 2 – When the vendor sends you a refund check for a paid bill

Record the Deposit of the vendor check:

  • First of all click ‘Make deposits’ in the banking menu.
  • Go to the make deposits window and click on received from the drop-down and choose the’Vendor‘ who sent you the refund.
  • In the from account drop-down, pick the appropriate accounts payable account.
  • Fill the actual amount of the vendor check in the account column.
  • Click on ‘Save and close‘ the window.

Record a Bill Credit for the refunded amount:

  • Firstly, go to the ‘Vendor’s menu‘ and select ‘Enter bills‘.
  • After that choose the ‘Credit option‘ button to account for the return of goods.
  • Enter the ‘Vendor name‘ and click on the ‘Expenses tab
  • Enter the accounts on the original bill.
  • Go to the ‘Amount column‘ enter the appropriate amount for each account.
  • Finally click on ‘Save‘ and close the tab.

Link the deposit to the bill credit:

  • Go on the ‘Vendor’s menu‘ and select ‘Pay bills‘.
  • Verify the deposits that match the vendor check amount.
  • Select ‘Set credits‘ and apply for the bill credit you created earlier then click done.
  • Tap on pay selected bills, then click ‘Done‘.

Process 3 – When a vendor sends a refund check on behalf of the original Vendor

Make a deposit for the vendor who has sent the refund check:

  • Go to the ‘Banking menu‘ and select ‘Make Deposits‘.
  • Then, In the ‘Make Deposits window‘ and click on the ‘Received‘ from the drop-down and choose the ‘Vendor‘ who sent you the refund.
  • In the From Account drop-down, select the appropriate ‘Accounts Payable account‘.
  • Go to the ‘Amount column‘ enter the actual amount of the refund.
  • Enter a ‘Memo, check number, payment method and class‘ although this is optional.
  • Finally click ‘Save & Close‘.

Make a Bill for the Amount of the Deposit and apply it to the Deposit:

  • From the ‘Vendors menu‘ and select the ‘Enter Bills‘.
  • Choose the ‘Vendor‘ who has sent the refund.
  • Then, enter the amount of the refund in the column.
  • Click on the ‘Expense Tab‘.
  • Go to the ‘Amount field‘ enter the amount of the refund.
  • Click ‘Save & Close‘.
  • Now move to the ‘Vendors menu‘ and pick ‘Pay Bills‘.
  • Select the ‘Bill‘ and click on the ‘Set Credit‘.
  • Click done and ‘Pay Selected Bills‘ and then, click ‘Done‘.

Make a Bill for the Amount of the Credit which is affecting the Wash Account and then apply the Bill to the Credit:

  • Select the ‘Enter Bills‘ form Vendor’s menu.
  • Choose the ‘Vendor‘ who sent the refund.
  • Enter the amount of the refund.
  • Press the ‘Expense Tab‘ and select a ‘Wash account‘ in the amount field. 
  • Then, enter the amount of the refund.
  • Click ‘Save & Close‘.
  • Select the ‘Pay Bills‘ option on the vendor’s menu.
  • Click on the ‘Set Credit‘ and choose the ‘Credit‘.
  • Then, Click on ‘Pay Selected Bills‘ and then tap done.

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Process 4 – When the vendor sends a refund check that is not related to an existing bill

Record a Deposit of the vendor check:

  • In the ‘Banking‘ menu, click ‘Make Deposits‘.
  • Click on ‘Make Deposits window‘ and tap the ‘Received from the drop-down‘ and select the ‘Vendor‘ who has sent you the refund.
  • Then, select the appropriate ‘Accounts Payable‘ account.
  • Move to the ‘Amount‘ column, enter the actual amount of the ‘Vendor‘ check.
  • Enter the rest of the information in the ‘Deposit‘.
  • Click ‘Save & Close‘.

Record a Bill Credit for the amount of the Vendor Check:

  • Proceed to the ‘Vendors‘ menu, select ‘Enter Bills‘.
  • Choose the ‘Credit option‘ button to account for the return of goods.
  • Enter the ‘Vendor‘ name.
  • Click on the ‘Expenses tab‘ and enter the ‘Accounts‘ you would normally use for refunds.
  • Enter the appropriate amount for each ‘Account‘ in the Amount column.
  • Then, ‘Save & Close‘ the window.

Link the Deposit to the Bill Credit:

  • Select ‘Pay Bills‘ from the vendor’s menu.
  • Verify the ‘Deposit‘ that matches with the ‘Vendor check amount‘.
  • Choose ‘Set Credits‘ and apply the ‘Bill Credit‘ you have made earlier.
  • Press on the ‘Pay Selected Bills‘ then, click ‘Done‘.

Process 5 – When the vendor sends you a refund as a credit card credit

  • Select ‘Enter Credit Card Charges‘ from the banking menu.
  • Choose the ‘Credit card account‘ from the Credit Card drop-down.
  • Then, pick up the ‘Refund‘ or the ‘Credit option‘ button.
  • Choose the appropriate ‘Vendor name‘ and enter the Date, Reference Number and the ‘Amount‘.
  • Enter a relevant ‘Memo‘ to describe the transaction.
  • If you have returned Items, click the Item ‘Tab‘ and enter the Items and ‘Amounts‘ from the refund.
  • If the refund does not have Items then, click on the ‘Expenses tab‘ and select the ‘Appropriate Accounts‘ and ‘Enter the Amount‘.
  • Lastly, click ‘Save & Close’.

Read Also: How to Fix QuickBooks Error Code 6189?

Winding Up!

These are the best solutions and procedures to record vendor refund in QuickBooks Desktop. We assure you that following these steps according to your needs will definitely make the process easier. We recommend you to talk to our professionals for any other query that you face during the procedures. However, you can anytime contact us at 1-844-405-0907 and make the use of our QuickBooks enterprise support expert’s knowledge and get the relevant solutions for all types of issues related to QuickBooks.

 

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