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L
lindak1119
Level 7
December 11, 2018
Solved

Receive payments when no invoice is generated

  • December 11, 2018
  • 3 replies
  • 36 views
I am using QB 2013 for Mac to keep records for a nonprofit. We receive income as gifts, donations and sales of  dinners, etc. There are no invoices generated for these items.
How do I enter into QB when checks and cash are received without creating an invoice?
Thanks for the help.
Bob
Best answer by Rustler
you should have items created for each, and they should have the appropriate income accounts selected

then you use a sales receipt, donation receipt, to record the donation, gift, etc

3 replies

Rustler
RustlerAnswer
Level 15
December 11, 2018
you should have items created for each, and they should have the appropriate income accounts selected

then you use a sales receipt, donation receipt, to record the donation, gift, etc
J
JBruc
February 24, 2019

Somewhat similiar question.  My S corp company, if that matters, does contract work for a company.  I work a month and get paid the following month.  When I started QB in 2017 I had help that year and turned in my accountant portable copy.  Worked great, then 2018 came.  I still had help through May. The last tech helped me, I thought I knew what to do but messed up.  I did get all of 2018 bankstatements reconciled.  Where I messed up is recording the deposits the way the tech showed me, I thought.  I created an invoice for each deposit and received the money.  This created undeposited funds.  I was told to delete these invoices which would clear the undeposited funds.  In addition, the tech said I could receive the deposited income without using undeposited funds.  Now I have a mess.  I have run a number of reports and see my problems, I think, but don't know where to go from here. 

 

A couple other issues I found.  1) I credited the deposit to the wrong job 2) customer has a negative balance for an amount equal to 2 deposits.

A
Anonymous
February 24, 2019

Hello there, @JBruc.

 

Thank you for joining this thread and providing details about recording your deposits. Allow me to loop in and help share some information about Accounts Receivable workflows in QuickBooks.

 

You're already on the right track when creating your invoice and receiving the payment. The Undeposited funds is a default account in QuickBooks that holds funds from payment to your company until you deposit them to your bank account. You can group them all into a single deposit if you received a lot of payments within a day.

 

There is no need to delete the invoices, instead, what you need to do is make a deposit to move the undeposited funds to your bank account. 

 

Let me route you to these helpful articles below for your reference on the Accounts Receivable workflow.

 

Create an invoice in QuickBooks Desktop

Record a payment for an invoice

Deposit customer payments 

 

Since you mentioned you credited a deposit to the wrong job, you'll need to edit that to resolve the negative balance showing on your customer's balance. 

 

This should get you on the right track. If you need assistance with the steps, please feel free to contact our Desktop Mac support for further assistance. They can help you further using their navigation tool. 

 

Here's how you can reach them.

 

  1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
  2. Select QuickBooks Mac Desktop.
  3. Choose your topic and click the Get Phone Number tab at the bottom.

Keep me posted if you have additional questions about the workflow. I'm always here to provide further help.

 

O
Obinna
April 26, 2023

Hello 

JaeAnnC
JaeAnnC
Level 6
April 26, 2023

Hello there, Obinna.
 

I'd be glad to assist you with any QuickBooks-related concerns you have. However, I need to ask for further information, so I can provide accurate assistance.
 

Did you encounter a similar issue when receiving payments? Or did you encounter any errors when using QuickBooks Desktop (QBDT)? If so, please don't hesitate to share the details with us. The Community is available 24/7 to address your concerns.
 

I'll keep an eye out for your response, Obinna. Stay safe, and have a nice day ahead!

Shirley
February 3, 2024

Hi

 

This is exactly what I need to know.  Currently, we receive them as Sales receipts.  But I am not sure what is the best method.

 

Also, I want to explore pointing donations from our website directly to quickbooks.  Can this be done?  We are utilizing Quickbooks for client payments, but not donations.

 

Please advise.

 

 

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