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How to Apply a Credit for a Reimbursable Expense to an Invoice in QuickBooks for Nonprofits
Published 03/14/2010 | 
I work for a nonprofit company. We have members who pay for supplies, and instead of a reimbursement they want it applied to their monthly dues. I have to record, so it first of all shows the company is paying for supplies for meeting, second to record the money they spent against AR monthly dues. What do I do? Thank you!
Using a credit memo might do the trick. Credit memos normally reduce revenue, but the instructions below will leave your dues revenue at the original amount and instead increase your supplies expense.
- Go to Lists > Item List and create an item for the reimbursement. Map the item to your supplies expense account.
- Go to Customers > Create Credit Memo's/Refund and enter a credit memo for the reimbursable expense using the item created above. You'll get an error message that the item you're using is associated with an expense account. Normally, that's a problem but in this case that's exactly what you want.
- After you save the credit memo, you'll get a popup screen asking how you want to apply it. Select Apply to an invoice. Check the invoice you want to apply it to and click Done.
Written by +Ruth Perryman, CMA, CFE, CFM, MBA
Ruth is the president of The QB Specialists, Inc. and has provided QuickBooks help to thousands of businesses around the world since 1996. She is an Intuit Solutions Provider, an Advanced Certified QuickBooks ProAdvisor, and a member of the Intuit Trainer/Writer Network. She is also certified in QuickBooks Point of Sale and QuickBooks Enterprise Solutions.
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