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Level 1

How do I apply one payment to multiple customers?

We recieved one cheque to pay a number of different customer's invoices. (This happens once in a while when associated customers 'help each other out' & will likely happen in the future.) I would like to apply the amount to each of the invoices separately, however I don't know how to adapt the bank deposit to reflect one cheque. 

Thanks for your help!

Solved
Best answer March 11, 2019

Best Answers
Highlighted
Level 3

How do I apply one payment to multiple customers?

suggest you deposit the check on a actual bank deposit.  With no other checks.

The way you would record in QB.   you would record the individual payments, as of you had more than one check.    Using the same check number for all the recorded payments.

Then in make deposits, you would select all the individual transactions which would total the actual physical check.    that way the record deposit in QB would match the actual total deposit.

option - put a note in the comments explaining what is being done.

 

 

 

View solution in original post

10 Comments
Highlighted
Level 3

How do I apply one payment to multiple customers?

suggest you deposit the check on a actual bank deposit.  With no other checks.

The way you would record in QB.   you would record the individual payments, as of you had more than one check.    Using the same check number for all the recorded payments.

Then in make deposits, you would select all the individual transactions which would total the actual physical check.    that way the record deposit in QB would match the actual total deposit.

option - put a note in the comments explaining what is being done.

 

 

 

View solution in original post

Highlighted
Level 1

How do I apply one payment to multiple customers?

Thank you - this will work for us.
Highlighted
Level 3

How do I apply one payment to multiple customers?

you are welcome
Highlighted
Level 1

How do I apply one payment to multiple customers?

John, I'm not sure I'm following you. Right now I make the payments to each customer account using the same check # (as if they were individual checks). How do you link those to a deposit?
Highlighted
Level 1

How do I apply one payment to multiple customers?

Another option is breaking up the deposit by the amounts for each customer, and then applying each amount accordingly...

Highlighted
Level 1

How do I apply one payment to multiple customers?

They didn't really answer you did they? Because I have the same issue. Did you get this resolved?

Highlighted
Level 2

How do I apply one payment to multiple customers?

I think the suggestion is you choose Customer|Receive Payments, then select the first invoice and apply a payment from the cheque to clear it. Repeat for each customer account using the same cheque #. Then select the individual payments from the Undeposited Funds window that appears when you click Make Deposits. You can then deposit the total payment using Make Deposits and it should match the actual deposit.

 

Michael Trotz

Highlighted
Level 1

How do I apply one payment to multiple customers?

I created a work around for this that you might try.

When I receive one cheque paying for several invoices on different jobs I do this. 

I have an "Undeposited Funds" account (current assets), where all my cheques received go until im ready to make a bank deposit.

When I get that one cheque thats paying for more than one job follow these steps:

 

1. Receive payments, enter the portion received for that job - do this for each amount, you will have several entries with the same cheque number.  These go to "Undeposited Funds"

 

2. Make deposit, Set up a dummy account such as "multiple cheques bank account" and select those payments you just received on that one cheque and deposit them to that new dummy account.

 

3. Make transfer,

From: your new dummy account "multiple cheques bank account" / select all the funds that equal that one cheque

To: back into your undeposited funds account, but now it will show up as the total of the one cheque.

 

4. Make deposit, (this is to your regular bank account)

You will have all your other cheques and then you should see that one  combined cheque you transfered over from the dummy account, you can manually add in the cheque # and any other details you want.

 

"make sure after you do your deposits that your dummy account is at a zero balance"

 

Hope this helps till they get it sorted, was so much easier in the Desktop Version

Highlighted
Level 1

How do I apply one payment to multiple customers?

If you have QB Online and your bank account is linked to it, there is a very easy way to record a check deposit that is made out to cover multiple invoices. Follow me:

Go to Banking tab.

Under review for that deposit: click that line where the deposit is recorded.

An additional area will drop down for that transaction and in the top left of that additional area, you will see an area where you can choose either Add, Match, or Record Transfer. Click Match. Then as long as the check amount that you deposited into your account adds up exactly to the total amount of the multiple invoices that you would like to receive payment on, QB will automatically find all of those invoices and in the deposit window, you can check and choose those invoices to receive payment on. 

Choose the correct invoices and click Save and Close. This will automatically receive payment on all the invoices you chose.

 

Then if you are like me and like to add additional information to each deposit (like for instance the check number and a memo stating the fact that however many invoices were paid on one check), follow me again:

Go to Sales;Invoices

Find one of the invoices you've just received payment on, and click on it to open it.

Then, in the top right of the invoice, under where it reads PAID, you'll see "1 payment made ($1234.56)" in blue writing. Click on that to view the individual deposit for that invoice. 

Here in the deposit window for that invoice you can add any detail that you would like, such as the payment method (check) or check number, and/or a memo stating which invoices were paid with 1 check, etc.

 

Hope this was more helpful than most. I find it very hard to find useful information on these forums and always end up playing around until I figure it out, so I thought I'd share this one and if I figure any other things out I'll continue to share in hopes of helping others. I jumped into an administrator job to help my fiance who just opened his business last year, and I really only knew the basics, so all of this is a learning curve for me, but if I can help others along the way, I'm going to because I know the feeling of needing to do something right and struggling to do so. So, again I hope this is helpful.

 

To All: Hope you have a great day!

Highlighted
Level 2

How do I apply one payment to multiple customers?

That information was fantastic.  Thank you Crystal 82.