Why when running a report for open invoices in QBO, do older payments show up when I filter for this year? ( I recently switched from desktop)

Thanks for getting in touch with the Community, msalamone-buholt.

Invoices displayed on your Open Invoices report don't have payments applied to them. It's possible you've entered their payment records in the past, but they aren't linked with the invoices, resulting in them showing as open invoices.

To correct this, you'll need to apply your payments to their appropriate invoices.

Here's how:

1. In the left navigation bar, use your + New button.
2. Click Receive payment.
3. Choose a customer with an open invoice from your Customer drop-down list.
4. From the Outstanding Transactions section, pick which invoice(s) you're working with.
5. Under Credits, specify which payment(s) you want to link with your selected invoice(s) by ticking their checkboxes.
6. Select Save and close.
   

You'll also be able to find many detailed resources about using QuickBooks in our help article archives.

Please don't hesitate to send a reply if there's any questions. Have a great day!

When following your steps, I discovered there are no invoices to link them to.  These are credits from 2010 -2012.  What can I do with them?

Hi there, @msalamone-buholt.

You can record these overpayments or credits as a tip. I'd be glad to share with you the detailed steps.

First, you'll have to add an income account to track tips. 

1. Go to the Gear icon and select Chart of Accounts.
2. Click on the New button.
3. For Account Type, select Other Income.
4. For Detail Type, select Other Miscellaneous Income.
5. Enter a Name, like "Tip Revenue."
6. Select Save and Close.

Then, create a tip item and link it with the income account you created.

1. Go to the Gear icon and select Products and services.
2. Select New, then Non-inventory.
3. Enter a Name, like "Tips."
4. For Income account, select the account you created.
5. Select Save and close.

Lastly, record the extra money as a tip.

1. Click on the +New button and select Invoices.
2. Select the customer's name.
3. In the Products/Services field, select the tip item.
4. Select Save. If your credits are set up to apply automatically, you're done. Otherwise, select Receive Payment.
5. Select the credit and then Save and close.

You'll also want to give your customers a refund if they paid you by accident. 

Get back to us should you need more help with handling customer credits in QuickBooks Online. We're always here 24/7 to back you up.

They are not over payments, they were just never invoiced properly with the former employee back then.  They didn't show up when I used desktop.  I don't think a tip is the correct way to label them as I work for an engineering firm and that is not typically used.    I'm not sure I should create an invoice now either, as I don't have all the information.  Any other suggestions?

Hi msalamone-buholt,

I appreciate you for getting back to us.

Since these are not overpayments, you can record them as Bank deposits or sales receipts. Here's how:

1. From the + New button, select either Bank deposit or Sales receipt.
2. Enter the necessary details.
3. Click Save and close.

As for the available credits, you'll need to create an invoice to offset the transactions. I'd also suggest reaching out to your accountant so you'll be guided further.

Also, to ensure your bank and credit card statements matches, you can reconcile the accounts. Here's an article as your guide: Reconcile accounts.

I'll be around if you need help in reconciling the items. I've got your back!

Thank you for your help.  I have contacted my accountant to be sure they are dealt with correctly.