I had a cheque of $1900 that covered payment for 4 invoices and 2 credit memos to be deducted at the same time.
I could not enter this in one entry - I had to break up the credit memo into 3 amounts and enter the payment 3 times for QB to accept this.
Is there a better way?
Taking as few steps as possible is great for an efficient workflow. I'd be glad to go over this with you so you can take care of the payment without saving and exiting multiple times. Here's how you can do that.
The Receive Payments window is a useful feature that allows you to enter a single payment against multiple invoices and use your credits as well. To keep things simple, Let's say I have 4 invoices equaling $2,100 total, plus two credit memos that are $100 each. When I go make my payment towards this, I'd do it like this.
In my example, I'm left with $1,900. I can choose Cheque as the payment method, enter a number if I want, and the click Save & Close to finish it off. Since you say the cheque is covering the payment of the 4 invoices, you should be left over with the $1,900 after applying your credit memos as well.
Because this is all being done in the same window, it registers as one payment, which I can see by going to the Transactions list for that customer in the Customer Centre.
Give that a shot next time to see if that works out for you. Let me know how it goes!
Thank you for your reply. It actually was more complicated.
Let me list what was on cheque stub - total payment was $1577.30
1st invoice was $2067.90
1st Credit memo was $282.50
2nd invoice was $2017.05
2nd Credit memo was $3283.78
3rd invoice was $526.96
4st invoice was $531.67
So I tried to go in that order which gave me error message in QB.
Then I tried to combine both 1st and 2nd invoice which totalled $4000 plus and then take off 2nd credit memo of $3283.78. That did not work either and gave me error message.
Then I reversed the order and started with invoices 3 and 4 - did not work either.
Eventually the only thing that worked was the following:
split the total amount up in 3 payments
1. add invoice 3 and 4 and take off 1st credit memo = $1058.63 - $282.50= $776.13 1st payment
2. then I deducted $1577.30 - $776.13 = $801.17 left to pay
3. Then I split up the 2nd credit memo of $3283.78 into half (as too big to use for 1st invoice) -= $1641.89
and deducted this of invoice 1 = payment of $426.01
4. then I took 2nd invoice and deducted other half of credit memo = payment of $375.16
so if you total up the 3 payments of $776.13 + $426.01 + $375.16 = $1577.30 which was the amount paid by customer.
That was the only way that worked for me - I even called the QB help desk as we are paying for the service and they could not figure it out!!!!
Hello again. I appreciate the follow up and more details about the transactions.
I've set up invoices and credit memos in my test file for the same amounts you have and was able to go through the steps I mentioned of applying the credit memos against the invoices to get a single payment without any errors. I did have to select Apply Credits and go through that option a few times to apply the remainders of the credit memos against the left over invoices, but it sounds like you had to split it up even further than that since you're mentioning that you still needed three separate payments.
It's great you were working with support on this already. In these cases, we always want to know what error messages you're getting exactly so that we can work through resolving the issue. Feel free to reach out to try working through the error message if it comes up again. I want to make sure you can record your transactions with as few steps as possible.
OK will do, if that error message comes up again.
Question: did you do this in exactly the same order as show on the cheque stub which I detailed previously?
Btw, QB support could not help me with that and could not figure out the error message why it came up?
THey thought that maybe my data was corrupted??? Really? We just migrated from QB 2010 to 2020 about 2 weeks ago. I don't think any data was corrupted as I can do anything else without any issues.
It was only that transaction that did not work the way I wanted it to work.
I've entered the transactions and the credit memos a few different ways. I entered all the invoices first, then the credit memos, but I also did it a way were I entered it in the exact order you mentioned, recording transactions on different dates. In both cases, I was able to successfully go through the process as I outlined.
I hear what you're saying and can appreciate the skepticism with there being data damage to the file. Data damage can sound like a large, overarching thing, especially when throwing the word corrupt in there. Yet, often times, it causes little things, such as this, and only affects that specific thing or area. Something may have happened when upgrading the file from the 2010 to the 2020 edition of QuickBooks Desktop that affected those transactions. If the agent didn't go through this with you, feel free to check out and try the steps in the Fix data damage on your QuickBooks Desktop company file article.
I hope that helps clear it up.