Customer Balance doesn't match Customer Aging

Hi there, jaygar.

The Account Receivable Aging Summary report displays the number of unpaid invoices that are outstanding and how many days they have been outstanding. This report depends on the due of the invoices. In other words, even if the invoices already paid, if the payment doesn't same as the due date or the date is before, the report still shows negative.

However, if you click the transactions from the A/R Aging Summary report, the invoices will shows paid.

The Customer Balance Summary Report tells you how much each owes you or the total balance of the customer. This report depends on the specific due date of the invoices.

Please check this article to see different reports that cater to your business needs: Understand reports.

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

Thank you for your reply.  Can you explain why I get the error message when I try to enter a payment for this customer?  How do I fix that?

Jay

Thanks for getting back to us, @jaygar.

There are two possible reasons why you've received the Customer Balance error. And I'd like to share them with you and help you from there.

Here are the following reasons:

• The open invoices have another associated A/R account.
• The open invoices might be in a job beneath the selected customer.

To get this fixed, you'll have to view the account of the open invoices, then select the appropriate account from the A/R Account drop-down.

Also, if there's a job under the selected customer, you'll have the select that specific job or customer in the Received From drop-down.

You can read this article for more details: Record an invoice payment.

As always, feel free to visit our QuickBooks Community help website if you need tips and related articles in the future.

Keep in touch if you need further assistance with this, or if there's anything else I can do for you. I've got your back. Have a good day.

Thanks Mark.  I'm glad you got my back.

But as I wrote in my original post, I have already tried both of the remedies that the popup message suggests.  Did you not see that in my post?

I DO NOT have open invoices associated with another A/R account and there are no other jobs "beneath the selected customer".

Now what do you suggest?

There might be unlinked transactions from this customer, jaygar.

Unlinked transactions can sometimes cause errors. Let's verify and rebuild data in QuickBooks Desktop to resolve this.

Here's how:

Verify data

1. Select Window then Close All.
2. Select File then Utilities.
3. Select Verify Data.

Rebuild data

1. Select File, Utilities then Rebuild Data.
2. You will receive a warning message to backup your company file, press OK.

Check this article for detailed steps: Verify and Rebuild Data in QuickBooks Desktop.

After that, let's run the Customer  Open Balance Report to check if it's now showing zero.

Don't hesitate to leave a reply if you need anything else.

Thank you, MaryLurleenM.

I had already rebuilt the data, but didn't do a separate "verify data" step.  I just did that and then rebuilt the data and there was no change in the issue I'm having.

Thank you for at least not suggesting something I've already tried!  What else can I/we do to figure this out?

Thanks,

Jay

I appreciate you trying out the steps, @jaygar.

I can see you've already tried all the necessary steps to get this issue resolved. Since we can't access your account and look into this further, I'd suggest reaching out to our Desktop Support for assistance.

Additionally, you can try out the steps on this article for other recommended solutions: AR balance on the Chart of Accounts does not match AR balance on reports.

Please touch base with me here if you need anything else. Thanks for dropping in, here's to a safe and productive week ahead!

Did you find the solution to this Jay?

I also am having an issue the same problems

I ran into this issue when reorganizing many customers for a client. They were already precategorized as sub-customers or jobs of a customer name. We'll say Customer "Name 1". I wanted to group a number of those jobs under another name, "Name 2". So it became Name 1:Name 2:Job Name. When I did this, the reporting and payment data didn't show anything for those jobs. I tried the steps above. It seems, they were too many subcategories deep... When I went to Edit/Add multiple customers, I created a new Customer as "Name 2" and reassigned them as a job to Name 2 (Quick way is to edit the columns you see, filter your search as much as you can, type in Name 2 in the JOB OF column, right click, and copy down). Everything is now showing as it should be.