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Generating a report that helps to know which invoices and which payments are applied for

Hello,

 

I'm doing with Quickbooks Online and I am in need of creating a report that shows all invoices and which payments have been applied for. Also, if could, I need a column to show how many days invoices not been paid yet are overdue.

 

Thanks,

Anh

Best answer 01-11-2019 10:35 AM

Accepted Solutions
QuickBooks Team

Re: Generating a report that helps to know which invoices and which payments are applied for

Thank you for the details, @Anh Luu!

 

Currently, we don't have the specific report that matches the details you need. Allow me to provide you with insights about what report to pull up.

 

What has given by my colleague, @RenjolynC, is correct. We just need to adjust a little detail when you customize the reports.

 

You can add a column on the report which will show you the status of the transaction.

 

Here's how:

  1. On the Customize page of the Transaction List by Client report, select Rows/Columns.
  2. Click Change columns.
  3. Select A/R Paid and Account.
  4. Click Run report.

This report shows the statuses of the sales transaction if it's already paid or not. Also, since the report is grouped by client, you can check which invoices those payments are applied to.

 

Also, saving this customized report will let you pull this up easily. Just click Save customization and then look for it on the Custom Reports tab when needed.

 

Please know that we are just a comment away, if you need any other help or if you are referring to something else. It'll be our pleasure to help.

8 Comments
QuickBooks Team

Re: Generating a report that helps to know which invoices and which payments are applied for

Hi there, Anh.

 

You can run the Transaction List by Date report and customize it to show the customer's invoices and payments.  However, adding an overdue column is not possible. 

 

Instead, you can go to the Sales page, click the Invoices tab and then click the Overdue chart. You will see the number of days under the Status column.

 

To run the report, you can follow these steps:

  1. On the left panel, click Reports.
  2. Type Transaction List by Date in the search box.
  3. Select the Report period, and choose Customer from the Group by drop-down list.
  4. Click the Customize button.
  5. Click Filter to expand, then choose Invoice and Payment from the Transaction Type drop-down list.
  6. Choose Paid from the A/R Paid drop-down menu.
  7. Click Run Report.

Please let me know if you have any other questions about QuickBooks. Thanks.

Experienced Member

Re: Generating a report that helps to know which invoices and which payments are applied for

Hi,

 

I have customized the report that you guided me to do it. However, I don't think it works. It just lists out the transactions of payment and invoice, which does not really show which payment matches with which invoice. 

 

Moreover, there lack some invoices we had recorded before on the report (some invoices on 11/30 and 12/31/18). Please refer to the picture attached. I just give you an example.

 

Could you help me tackle these difficulties?

 

Thanks,

QuickBooks Team

Re: Generating a report that helps to know which invoices and which payments are applied for

Thanks for getting back to me, Anh.

 

For now, the report will only show you all payments and invoices that are linked to the customer. However, we’re not able to customize it to show which payments were applied to each invoice. You will need to go over each transaction to view which payment is applied to it.

 

Also, the missing invoices might have been deleted. You can check your Audit Log to see the history of all transactions edited or deleted.

 

Here are the steps:

  1. Click the Gear icon located in the upper right-hand corner.
  2. Under Tools, click Audit log.
  3. Click the Filter drop-down menu, and select All Users from the User drop-down list.
  4. Choose the Date, and check the Transactions box under Events.
  5. Select Deleted/Voided transactions from the Show drop-down menu.
  6. Click Apply.

Please let me know if you have any other questions about QuickBooks. Thanks.

Experienced Member

Re: Generating a report that helps to know which invoices and which payments are applied for

Hi,

 

Thanks for your quick response.

 

I am sure that we do not absolutely delete any invoices since these invoices have been sent to our clients. I think this kind of report might have some issues in displaying what I expect it shows.

 

I assume it might be due to I recorded all invoice content but invoice numbers for some invoices, is it right? 

 

Hope you can help me.

 

Thanks.

Experienced Member

Re: Generating a report that helps to know which invoices and which payments are applied for

Hi,

 

Thanks for your quick response.

 

So sad to hear that Quickbooks does not currently have that kind of report as I expect. Another concern is for the display of report that I mentioned before. I don't absolutely delete any invoices on Quickbooks since they have been sent to our clients. 

 

I assume  it might be that I didn't record invoice numbers for some of them, so Quickbooks couldn't understand to show them as invoices on the report?

 

Hope you can think about this.

 

Thank you.

QuickBooks Team

Re: Generating a report that helps to know which invoices and which payments are applied for

Thank you for the details, @Anh Luu!

 

Currently, we don't have the specific report that matches the details you need. Allow me to provide you with insights about what report to pull up.

 

What has given by my colleague, @RenjolynC, is correct. We just need to adjust a little detail when you customize the reports.

 

You can add a column on the report which will show you the status of the transaction.

 

Here's how:

  1. On the Customize page of the Transaction List by Client report, select Rows/Columns.
  2. Click Change columns.
  3. Select A/R Paid and Account.
  4. Click Run report.

This report shows the statuses of the sales transaction if it's already paid or not. Also, since the report is grouped by client, you can check which invoices those payments are applied to.

 

Also, saving this customized report will let you pull this up easily. Just click Save customization and then look for it on the Custom Reports tab when needed.

 

Please know that we are just a comment away, if you need any other help or if you are referring to something else. It'll be our pleasure to help.

Experienced Member

Re: Generating a report that helps to know which invoices and which payments are applied for

Hi,

 

Ok, I see. It might make me have some adjustments with my own report. Anw, thanks for your kind support.

 

Regard,

QuickBooks Team

Re: Generating a report that helps to know which invoices and which payments are applied for

Your very much welcome, @Anh Luu!

 

If in case you need any other help, you can always leave a comment below or start a new conversation. It'll be my pleasure to assist you.