QuickBooks Guide – How to transfer Customer and Job Balances


There may be times when a user needs to move a balance from one customer/job to a different customer and/or job.

iconStep-by-Step Instructions:

To transfer balances:

1. Create a General Journal Entry to write off a balance for the existing Customer:

  • a. From the Company menu , select Make General Journal Entries
  • b. In the Make General Journal Entries window, change the date if necessary
  • c. Fill in the entry number
  • d. Click in the Account field, select Accounts Receivable account from the drop-down list
  • e. Click in the Credit field and enter the amount you want to reduce from existing Customer:Job
  • f. Tab to the Name column, select the Customer:Job name from the drop-down list
  • g. In the next row in the Account field, select the off-setting/holding account
  • h. Click in the Debit field and enter the amount
  • i. Click Save & Close

2. Apply the General Journal entry to the Customer:Job

  • a. From the Customer menu, select Receive Payments
  • b. Click on Discount & Credit at the bottom
  • c. Click the Credit tab
  • d. Select the available Credit
  • e. Click Done
  • f. Click Save & Close

3. Create a General Journal Entry to generate the balance for the new Customer:Job

  • a. From the Company menu, select Make General Journal Entries
  • b. In the Make General Journal Entries window, change the date if necessary
  • c. Fill in the entry number
  • d. Click in the Account field, select Accounts Receivable account from the drop-down list
  • e. Click in the Debit field and enter the amount of the balance to be created
  • f. Tab to the Name column, select the Customer:Job name from the drop-down list (select Add New if the Customer:Job does not exist in the file yet)
  • g. In the next row in the Account field, select the same off-setting/holding account that was used in 1g above
  • h. Click in the Credit field and enter the amount
  • i. Click Save & Close

The existing Customer/Job should no longer show the balance due and the new Customer/Job should show the correct balance due.

4. You’re all done! 🙂

Leave a Reply