Sync QuickBooks Credit Memos

A Credit Memo is an Invoice with a negative total, and it follows the same sync conditions, numbering rules, and post-sync editing behavior as a regular Invoice. See Sync QuickBooks Invoices for those shared rules. A handful of things work differently for Credit Memos specifically, covered below.

Creating a Credit Memo

You create a Credit Memo in Maxio by adding Invoice Line Items with negative values, typically by creating one or more Transactions with a negative Amount. If the total of an Invoice's Line Items is negative, Maxio syncs it to QuickBooks as a Credit Memo instead of an Invoice.

Deleted Credit Memos

QuickBooks Desktop distinguishes deleting from voiding: deleting removes the Credit Memo entirely, while voiding preserves it but zeros out its values. Voiding is preferred over deleting. When you delete a previously-synced Credit Memo in QuickBooks Desktop:

• If it's dated after the Maxio Closing Date or the QuickBooks Closing Date, Maxio automatically deletes it too. Any Transaction linked to the deleted Line Item isn't deleted, so it will likely become out-of-balance.
• If it's dated on or before either Closing Date, Maxio doesn't delete it. It appears in the Invoices Deleted from QuickBooks list instead, where you can manually delete the Line Item.

QuickBooks Online deletes Credit Memos outright, with no void-first convention. A deleted Credit Memo doesn't sync to Maxio at all. If a Credit Memo previously synced to Maxio is later deleted in QuickBooks Online, Maxio deletes the Credit Memo and its Line Items, but any associated Transactions aren't deleted.

Discount Items aren't supported on QuickBooks Desktop Credit Memos

Credit Memos with Discount Items aren't supported for QuickBooks Desktop. Since a Credit Memo is an Invoice with a negative total, and QuickBooks' API doesn't permit a Discount Item on a negative-total transaction, a Credit Memo containing a Discount Line Item fails to sync. If you need to correct this, remove the Discount Item from the Credit Memo.

Getting credit memos from QuickBooks Online

If a Credit Memo pulled from QuickBooks Online includes a Discount line, Maxio reflects it as a negative Line Item using the Item selected in the Get Invoice/Credit Memo Discount As setting, the same setting used for Invoices. This applies only to QuickBooks Online's US edition. See Sync QuickBooks Invoices for the Invoice side of this same setting.

If a synced Credit Memo includes a discount and the Get Invoice/Credit Memo Discount As setting isn't configured, the sync stops until you set it.

QuickBooks Desktop templates

QuickBooks Desktop Credit Memos can specify a Template the same way Invoices can, using the same selection order: the Template selected on the specific Credit Memo, then the default Template set for the Customer, then the default Credit Memo Template set for your Maxio account. See Sync QuickBooks Invoices for the full selection logic.

Related information

For the full set of sync conditions across all record types, see Sync QuickBooks Data.