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Community Contributor *

Logged payments by using "Receive Payments" without creating invoices now it shows A/R

Hi,

 

In QuickBooks desktop for Mac 2016 version.

 

I have logged payments by using "Receive Payments" without creating invoices and then deposited them in respective bank accounts.  Now "Accounts Receivable" is showing all that amount. I have reconciled and bank accounts looks good. All I need is to get rid of "Accounts Receivables"? How can i do that? 

Solved
Best answer 02-13-2019

Accepted Solutions
QuickBooks Team

Re: Logged payments by using "Receive Payments" without creating invoices now it shows A/R

Greetings, YasirParvez.

 

I have just the steps that'll help you clear the balance of your Accounts Receivable (A/R) account.

 

The ideal way to handle this is to create the appropriate invoices for these transactions and apply them as payment. The steps below will guide you through the entire process:

To create invoices in QuickBooks Desktop

  1. From the Customers menu, choose Create Invoices.
  2. Select the correct customer from the Customer:Job drop-down menu.
  3. Enter the Date and Invoice Number.
  4. Fill in the appropriate details on the Item, Description, Qty, Rate, and Amount fields.
  5. Click Save & Close.

To apply the payment to the invoices

  1. From the Customers menu, choose Receive Payments.
  2. In the Received From drop-down menu, pick the correct customer.
  3. Check the invoices.
  4. Click Discounts and Credits.
  5. In the Credits tab, select the Available Credits.
  6. Click Done, then Save & Close.

All of this information and more is available in our guide on how to resolve common issues when applying a payment towards an invoice.

 

That should get you going in the right direction. Please reach out to me again if you need more help with this. I've always got your back. Have a great day!

6 REPLIES 6
QuickBooks Team

Re: Logged payments by using "Receive Payments" without creating invoices now it shows A/R

Greetings, YasirParvez.

 

I have just the steps that'll help you clear the balance of your Accounts Receivable (A/R) account.

 

The ideal way to handle this is to create the appropriate invoices for these transactions and apply them as payment. The steps below will guide you through the entire process:

To create invoices in QuickBooks Desktop

  1. From the Customers menu, choose Create Invoices.
  2. Select the correct customer from the Customer:Job drop-down menu.
  3. Enter the Date and Invoice Number.
  4. Fill in the appropriate details on the Item, Description, Qty, Rate, and Amount fields.
  5. Click Save & Close.

To apply the payment to the invoices

  1. From the Customers menu, choose Receive Payments.
  2. In the Received From drop-down menu, pick the correct customer.
  3. Check the invoices.
  4. Click Discounts and Credits.
  5. In the Credits tab, select the Available Credits.
  6. Click Done, then Save & Close.

All of this information and more is available in our guide on how to resolve common issues when applying a payment towards an invoice.

 

That should get you going in the right direction. Please reach out to me again if you need more help with this. I've always got your back. Have a great day!

Community Contributor *

Re: Logged payments by using "Receive Payments" without creating invoices now it shows A/R

Thank you. You solution make senses but here is another problem.

For example: I have a person named Maaz Shahid listed in "payments" under Acc R/A with $20 recorded payment. When i tried to create an invoice for this person, it adds amount in -ve. and don't allow me to save the invoice. See the two attached screenshots.Screen Shot 2019-02-13 at 8.11.46 PM.png Screen Shot 2019-02-13 at 8.12.12 PM.png

QuickBooks Team

Re: Logged payments by using "Receive Payments" without creating invoices now it shows A/R

Thanks for getting back to us, YasirParvez.


I appreciate you following the steps provided by my colleague and for adding screenshots. This gives me an overview on what happened.


Allow me to chime in for a moment and help make sure that your concern is taken care of.


Since you’re getting an error when adding the item on the invoice, let’s check the item’s setup. The TYPE affects how the product/item is used on the transaction.

 

To review:

 

  1. Go to List at the top menu bar.
  2. Select Items, then choose donation.
  3. Double-click the item name, then choose Edit.
  4. Review the information.

If it’s entered as a discount, you cannot include it in an early payment. Please note that a discount subtracts a percentage or fixed amount from the total or sub-total.


To fix the issue, inactivate the donation, then create a new one and use the correct item TYPE. I'll guide you through the steps.

 

To inactivate:

 

  1. Go to Lists at the top menu bar, select Item List.
  2. Choose the list that contains the item.
  3. Unmark the box for Include inactive.

To add a new item:

 

  1. Go to List at the top menu bar.
  2. Select Items.
  3. Click on the Plus icon at the bottom list.
  4. Under Type, click on the drop-down and select the appropriate category.
  5. Fill in the fields.
  6. Click on OK.

For more details about modifying products/items in QuickBooks, check out and bookmark this article and proceed to page 38: Desktop for Mac User's Guide.

 

Once done, you should now be able to create invoices and apply the payment smoothly. 


Let me know how it goes or if I can be of further assistance. I’ll be around to help and make sure you’re taken care of. Wishing you continued success.

 

 

Established Community Backer ***

Re: Logged payments by using "Receive Payments" without creating invoices now it shows A/R

@YasirParvez

 

You would have used Sales Receipt = the date of the payment is what you want to show for the date of the sale. You only use Receive Payment because that is part of AR = you previously entered Invoices, as Unpaid Sales, and the Payments come later and/or in partial amounts. You completely skipped Sales, in other words.

 

Your Donation Item is supposed to be linked to Income. Not a Payment item, but Service. Not to bank. You use that on Sales Receipt = Donation Form. Invoice = Pledge.

Community Contributor *

Re: Logged payments by using "Receive Payments" without creating invoices now it shows A/R

Thank you very much. This was very helpful and the issue i was facing is now resolved.


@Rasa-LilaM wrote:

Thanks for getting back to us, YasirParvez.


I appreciate you following the steps provided by my colleague and for adding screenshots. This gives me an overview on what happened.


Allow me to chime in for a moment and help make sure that your concern is taken care of.


Since you’re getting an error when adding the item on the invoice, let’s check the item’s setup. The TYPE affects how the product/item is used on the transaction.

 

Here's how:

 

  1. Go to List at the top menu bar.
  2. On the Item List page, select donation.
  3. Right-click your mouse, then choose Edit Item.
  4. Review the information.

If it’s entered as a discount, you cannot use it for an early payment. Please note that a discount is use to subtract a percentage or fixed amount from the total or sub-total.


To fix the issue, inactivate the donation, then create a new one and use the correct item TYPE. I'll guide you through the steps.

  1. Go to List at the top menu bar.
  2. Select Item List.
  3. Click on the Item drop-down, then choose New.
  4. Under Type, click on the drop-down and select the appropriate category.
  5. Fill in the fields.
  6. Click on OK.

For more details about modifying products/items in QuickBooks, check out and bookmark this article: Add, edit, and delete items.

 

Once done, you should now be able to create an invoice and apply the payment smoothly. 


Let me know how it goes or if I can be of further assistance. I’ll be around to help and make sure you’re taken care of. Wishing you continued success.

 

 


 

Community Contributor *

Re: Logged payments by using "Receive Payments" without creating invoices now it shows A/R