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Level 1

HOW TO CHANGE PAID TO UNPAID

 
5 Comments
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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.

Highlighted
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? 

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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.

 

Highlighted
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.

Highlighted
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.