Handle Duplicate Credit Card Transactions in QuickBooks Desktop, Online & Self-Employed

Here, we will discuss how to handle duplicate credit card transactions in QuickBooks Desktop, Online, and Self-Employed. These steps will help you to manage proper records and prevent items from populating in Problems to be Fixed while recording your deposits. So, In this article we have listed sevaral methods to handle it. you have to just apply them and get your query resolved. Still facing the problem related to it contact us on:+1-844-405-0904

Steps To Handle Duplicate Credit Card Transactions In QuickBooks Desktop, Online, And Self-Employed

For QuickBooks Online

Go with the below steps to record and refund the transaction in QuickBooks Online.

Step 1: Record the sale with a Sales Receipt

  • First, go to the Plus icon (+) on the top, and next click on Sales Receipt.
  • Now, you have to enter all the information to show in the invoice.
  • Now, unmark the Process credit card box to evade double charging the credit card.
  • You also have an option to add a Memo for your records.
  • Click on Save and Close.

Step 2: Design a Refund Receipt to balance the Sales Receipt

  • First, go to the Plus icon (+) on the top, and later click on Refund Receipt.
  • Fill out the customer information to match the Sales Receipt.
  • Now Unmark the Process credit card box to assure that again you are not charging the same customer.
  • Click on Save and Close.

Step 3: Process the refund in QuickBooks Payments

In this step, you need to process or record the Sale and Refund report within QuickBooks Online, and also you will have to now refund the money through merchantcenter.intuit.com. To do this check out the below points.

  • First, click on the Activities & Reports, and next click on Transactions.
  • Here, choose the date range that matches the transactions.
  • Click on Search and next click on the duplicate to open up the details screen.
  • Click on Reverse.
  • Now, search for the transaction that you need to process and place a checkmark.
  • Once check the information and click on Submit to return the money to your customer.

Note: Once you submit the refund you will see a confirmation page. From this page, you can email the receipt or print it for your customer records.

For QuickBooks Desktop

Check out the below steps if you experienced a duplicate transaction and need to refund the customer

Here are the steps for both records a duplicate and issue a refund in QuickBooks Desktop.

  • Find the customer name in Customer Center with you have an issue.
    Note: Be sure to click on All Transactions in the drop-down marked option.
  • When you have got the customer name then click on Customers and next go to the Receive Payments on the top of the menu.
  • Unmark the box marked Process XX payment while saving.
  • Insert the date and details of the missing transaction.
  • Click on the Refund the amount to the customer. When the payment seems correct, then click on Save & Close.
    Note: If in case, you have outstanding invoices on your customer’s account, then QuickBooks Desktop will not enable you to refund the customer.
  • Now, you need to change the date to today’s date.
  • Mark the box named Process credit card refund while saving and then click on OK.
  • Now, you need to insert the cardholder’s name and click on Submit.
  • Next, go to the Customer Center, where you can see the original payment, the duplicate, and the refund. for any additional duplicates and corresponding refunds, repeat steps 2-7.

Check out the below steps if you experienced a duplicate transaction and already refunded the customer

If you’ve already taken corrective action and processed a refund by check or through the Merchant Service Center, it’s necessary to record the duplicate transaction and the refund in QuickBooks Desktop. Follow these steps to record a duplicate transaction and the refund you already issued.

If you have previously taken corrective action and processed the refund through a check or merchant service center, then it is essential to record duplicate transactions and refunds in QuickBooks Desktop. Go with the below steps to record duplicate transactions and returns you have earlier issued.

  • Find the customer name in Customer Center with you have an issue.
    Note: Be sure to click on All Transactions in the drop-down marked option.
  • When you have got the customer name then click on Customers and next go to the Receive Payments on the top of the menu.
  • Unmark the box marked Process XX payment while saving.
  • Insert the date and details of the missing transaction.
  • Click on the Refund the amount to the customer. When the payment seems correct, then click on Save & Close.
    Note: If in case, you have outstanding invoices on your customer’s account, then QuickBooks Desktop will not enable you to refund the customer.
  • Now here, you need to change the date to the same date when the refund was processed.
  • When processed, uncheck the box marked Process credit card refund while saving and click on OK.
  • Go to the customer Center, here you can view all the original payments, the duplicate, and the refund. For any additional duplicates and corresponding refunds, repeat steps 2-7.

For QuickBooks Self-Employed

Step 1: Double-check your bank statement

Before changing anything in QuickBooks Self-Employed, first, review your bank statement. Then log in to the bank’s website and extract the statement for the duration of the duplicate view.

If you are able to view the transaction twice on your statement, then your data is downloaded precisely. If you only see a transaction once, go-to step 2.

Step 2: Check your online bank connections in QuickBooks

Be sure your bank or credit card account is linked to QuickBooks self-employed only once. If it is connected twice, just hide an account. This prevents QuickBooks from downloading new transactions from another connection.

On a web browser
  • First, go to the profile ⚙ icon.
  • Next, click on Bank Accounts.
  • Be sure that your bank or credit card account is connected only once.
  • If in case, there is a duplicate account, then go to the show account column and click on the toggle to OFF 
On an iPhone or iPad (iOS)
  • Go to the profile icon and next, click on the Settings.
  • Later, click on Bank Accounts.
  • Be sure that your bank or credit card account is connected only once.
  • If in case, there is a duplicate account, then go to the show account column and click on the toggle to OFF.
On an Android phone or tablet
  • First, go to the menu ☰ icon and next click on the Settings.
  • Next, click on Bank Accounts.
  • Be sure that your bank or credit card account is connected only once.
  • If in case, there is a duplicate account, then go to the show account column and click on the toggle to OFF.

These above steps will help you to stop duplicate transactions in the future. If still you ate facing the duplicates, then proceed to the Solution 3.

Step 3: Exclude duplicate transactions

Below are the steps to exclude any duplicate transactions that QuickBooks earlier downloaded. Exclude transactions that are directly downloaded from your bank. You need to keep a record of all transactions, but QuickBooks generally ignores them.

On a web browser
  • First, click on the Transactions menu.
  • Here, look for the transaction that you need to exclude and then click on it to expand the view.
  • Next, click on the Exclude this transaction checkbox.
  • Click on Save.
On an iPhone or iPad (iOS) or Android phone or tablet
  • First, click on the transactions menu. If you want to do it on Android, then click on the menu ☰ icon and next click on Transactions.
  • Click on the transaction that you need to exclude.
  • Now, click on Exclude transaction.

Steps to review excluded transactions

When you exclude the transaction, these transactions move to the excluded transaction list. If you wnat to see these excluded transactions then check out the below steps:

  • First, open your web browser and log in to your QuickBooks Self-Employed. 
  • Next, click on the Transactions menu.
  • Click on the Type ▼ dropdown and later, click on Excluded.

In addition, make sure that you have not manually added transactions to transactions by mistake QuickBooks is already downloaded from your bank. If you have added a duplicate, you can remove it.

Steps to delete transactions

You can easily delete any transactions that you have added manually.

Note: Keep in mind, you cannot delete downloaded bank transactions, however you can exclude the transactions.

On a web browser

  • First, click on the Transactions menu.
  • Next, look for the transaction that you need to delete and click on it to enlarge the view.
  • Click on Delete.

On an iPhone or iPad (iOS) or Android phone or tablet

  • First, click on the Transactions menu. If you are using the Android system, click on the menu ☰ icon and next click on Transactions.
  • Next, look for the transaction that you need to delete 
  • Later, click on the Delete transaction.

Hope, these steps will be helpful for you to handle duplicate credit card transactions in QuickBooks, Online, and Self-Employed. But still, if you need any technical assistance then feel free to contact our Intuit Certified ProAdvisors and get instant help for your queries. You can contact us for any accounting and bookkeeping issues. 

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