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accounts138
Level 1

HOW TO CHANGE PAID TO UNPAID

 
10 Comments 10
RCV
QuickBooks Team
QuickBooks Team

HOW TO CHANGE PAID TO UNPAID

I can help you change the transaction's status from paid to unpaid in QuickBooks Online (QBO), accounts.

If you're referring to a paid invoice, you can delete the Receive Payment transaction linked from that invoice.

Here's how:
  1. Click Invoicing from the left menu.
  2. Choose Invoices, and click View/Edit to open the invoice transaction.
  3. Under Payment Status, click the 1 payment link and click on the Date hyperlink.
  4. Click the More tab and choose Delete.
  5. Click Yes to confirm.
If you're referring to a paid bill, you can delete the Pay Bills transaction linked from that bill.

Here's how:
  1. Click Expenses from the left menu.
  2. Choose Expenses, and click View/Edit to open the bill transaction.
  3. Under Payment Status, click the 1 payment link and click on the Date hyperlink.
  4. Click the More tab and choose Delete.
  5. Click Yes to confirm.
I have a link here that contains articles about managing money in and money out transactions: https://community.intuit.com/browse/quickbooks-online-intl-moneyin-moneyout.

Please leave a comment below if you need anything else with managing transactions in QBO. I'd be glad to help.

Thorpeedo
Level 1

HOW TO CHANGE PAID TO UNPAID

If it has set to paid status by mistake then what is the point of voiding or deleting it?

 

If I create new invoice it will have a new invoice number. 

 

I simply want to change the status, not raise a new invoice. 

 

I also don't see the point of creating new invoice numbers for reminders. Why doesn't it just send the same invoice number which is more logical? 

Rasa-LilaM
QuickBooks Team

HOW TO CHANGE PAID TO UNPAID

Thanks for your reply, @Thorpeedo.


If the transaction is not yet paid, you have the option to delete or void its payment. This process will only unlink the deposit, so the entry and invoice number will remain in your records.


To change the status from Paid to Unpaid, I recommend following the steps provided by @RCV.

 

For tips and other resources, I’m attaching a link to access our Self-help articles. Simply click on the topic to view the detailed list of knowledge-based information.

 

Let me know if you need further assistance while working in QBO. I’m here ready to help you. Have a good one.

 

Chetak Dwarakanath
Level 1

HOW TO CHANGE PAID TO UNPAID

Hi,

 

I had applied the payment for old invoices before and we have closed our books as on Feb 2020.

Now I have to apply the payments for new invoices. If I follow the steps as per the last email, old invoices show as outstanding but I have to reverse the payment and apply to new invoices.

 

Let us know the steps.

ChristieAnn
QuickBooks Team

HOW TO CHANGE PAID TO UNPAID

Hi there, Chetak Dwarakanath.

 

Since the books are closed as of February 2020, I suggest creating a journal entry. I also recommend consulting an accountant for guidance in posting the amounts to the correct accounts. They can also help link the JE to an invoice.

 

Here's how to create journal entry:

 

  1. Click the New icon at the left corner.
  2. Choose Journal Entry.
  3. Enter the journal date.
  4. Fill in the other necessary fields.
  5. Hit the Save and Close button.

 

Please check this article to see steps on how to apply a journal entry as a credit to your customer's open invoice: How to apply a journal entry credit to an invoice.

 

You can also refer to this article on how you can receive and categorize invoice payments: Record invoice payments in QuickBooks Online. This also provides information on how to group multiple payments together into a single record.

 

Please know that you're always welcome to post if you have any other concerns. Wishing you and your business continued success.

Guy W
Level 2

HOW TO CHANGE PAID TO UNPAID

Hi,

The customer account is in credit, as he has paid for other goods in advance.  I don't want to allocate that deposit against against a new invoice.  I have followed this process in an attempt to change the status, but the sales invoice still has "PAID" stamped on it, and it shows the amount due as "£0.00".  Grateful for your help on this!

Many thanks,

Guy

BettyJaneB
QuickBooks Team

HOW TO CHANGE PAID TO UNPAID

I've got the help that you need to get this issue sorted out, @Guy W.

 

To start with, you'll need to turn off the Automatically apply credits option in QuickBooks Online, so your customer's advance payment will not be applied to the current invoices. 

 

The Automatically apply credits feature is the reason why invoices are showing as paid since any credit on the same customer will be used to any open invoices.

 

To turn it off:

  1. Select the Gear icon.
  2. Click Account and Settings
  3. Tap on Advanced on the left of the screen.
  4. Click the Pencil icon in Automation.
  5. make sure to disable the Automatically apply credits option. 
  6. Click Save and select Done.

Once done, we can now delete the payment that was associated with the invoice. This way, the invoice will be marked as unpaid, and you can apply the appropriate payment.

 

Here's how:

  1. Open your customers invoice and double click it.
  2. On the Payment Status section, click the 1 payment link and tap on the Date hyperlink. 
  3. Press on More.
  4. Choose on Delete
  5. Click Yes to confirm.

I'm also adding this link that you can use in managing your customer's credits in QuickBooks Online: Handle a customer credit or overpayment in QuickBooks Online.

 

Should you need additional assistance about this or with QuickBooks, please let me know. I'll be around for you. Take care.

Guy W
Level 2

HOW TO CHANGE PAID TO UNPAID

That’s great!  Problem solved.  Many thanks for your prompt response.

Troyboy75
Level 1

HOW TO CHANGE PAID TO UNPAID

When I followed these steps to change the status of an invoice (that had somehow mistakenly been showed as paid) from paid to unpaid it simply deleted the entire invoice. Now what.

Charies_M
Moderator

HOW TO CHANGE PAID TO UNPAID

Thanks for joining us today, Troyboy75.

 

As long as the Receive Payment transaction linked from the paid invoice was deleted and not the invoice itself, that should change the invoice status from paid to unpaid.

 

Since you cannot undo a deleted transaction, you'll want to create the invoice again.

 

Learn more about creating an invoice in this article: Create invoices in QuickBooks Online.

 

If you want to review your invoices, you can follow the steps below:

  1. Go to the Sales menu.
  2. Select the All sales tab or Invoices tab. 
  3. Check the Status column to see where invoices are in the sales process.

You might also want to check out this article in case you want to customise your invoices: Customise invoices, estimates, and sales receipts in QuickBooks Online.

 

If there's anything I can help you with, feel free to drop me a reply below. Hope you have a good one.