Accessing old sales invoices

KathySB · ‎April 07, 2022

We have a debtor and a creditor who are the same person. The accounts are entirely historical, going back to 2012. Our accountant has now told us to "pay" the creditor balance (credit bank/debit creditors) and "receive" the debtor balance (debit bank/credit debtors) to clear these two accounts - the difference to be journalled to a balance sheet account. We have done this, not a problem. We have even managed to zero the creditor account.

The problem is the debtor account - some of the outstanding sales invoices date back to 2012 and when we try and "receive payment" (using the credit previously posted) we cannot access any outstanding sales invoices prior to 2017. So although the debtor account in question has a zero balance, it still shows a large balance overdue, as we can't clear it. Any ideas ? Thank you.

Mark_R · ‎April 07, 2022

I appreciate the detailed information, @KathySB.

Let's access your old sales invoices so you can clear out your outstanding balance.

Please know that the system only displays the last 365 days until the current period of transactions that's why you can't see your outstanding sales invoices prior to 2017. As long as the transactions aren't deleted, you can still access them by going to the All Sales menu and filtering the date range. Here's how:

Click Sales from the left menu, then select All Sales.
Select the Filter section.
From the Type drop-down, choose Invoices.
In the Date drop-down, enter the date range (From January 01, 2012, to December 31, 2016) you want to show.
Then, click Apply.

From there, you can click the Receive payment on each of the invoices to clear out your overdue balance.

I'm adding this article for more guidance: View sales transactions.

You might also want to run and customize financial reports in QuickBooks Online. This will help you focus on the details that matter the most to you.

Our doors are always open to help you again if you have any other concerns or follow-up questions accessing old entries. Wishing you all the best, @KathySB.

View solution in original post

Mark_R · ‎April 07, 2022

I appreciate the detailed information, @KathySB.

Let's access your old sales invoices so you can clear out your outstanding balance.

Please know that the system only displays the last 365 days until the current period of transactions that's why you can't see your outstanding sales invoices prior to 2017. As long as the transactions aren't deleted, you can still access them by going to the All Sales menu and filtering the date range. Here's how:

Click Sales from the left menu, then select All Sales.
Select the Filter section.
From the Type drop-down, choose Invoices.
In the Date drop-down, enter the date range (From January 01, 2012, to December 31, 2016) you want to show.
Then, click Apply.

From there, you can click the Receive payment on each of the invoices to clear out your overdue balance.

I'm adding this article for more guidance: View sales transactions.

You might also want to run and customize financial reports in QuickBooks Online. This will help you focus on the details that matter the most to you.

Our doors are always open to help you again if you have any other concerns or follow-up questions accessing old entries. Wishing you all the best, @KathySB.

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