Correcting unapplied payment/deposit

dhavalkakadiya · ‎April 23, 2021

How can I correct unapplied payment/deposit transaction?

The transaction has already done to the Checking Account in COA. Payments/Deposits happens via credit/debit card. No checks. I can see open bills/invoices. How can I correct this?

AlcaeusF · ‎April 23, 2021

Hello @dhavalkakadiya,

Thank you for posting here in the Community. I can share some steps to help you correct the unapplied payments in QuickBooks Desktop.

You'll need to link the deposits to your open invoices in the system. This keeps your records accurate and helps avoid errors when it's time to reconcile your accounts.

First, you'll need to find and make changes to the deposit. You can find the transaction by opening your bank register in the chart of accounts.

Here's how:

Click Lists.
Go to Chart of Accounts.
Double-click the bank account, then look for the deposit.
Open the transaction.
Change the account to Accounts Receivable.
Hit Save & Close.

Once done, you can proceed with applying the deposit to the invoice. Please open the transaction and press the Receive Payments option.

Follow these steps:

Open the invoice.
Select Receive Payments.
Click Apply Credits at the bottom.
Choose the deposit.
Hit Done.
Press Save & Close.

You can pull up the Profit & Loss Detail report so you can see the categorization. You can use these steps:

Click Reports.
Go to Company & Financial.
Select Profit & Loss Detail.

Also, I've attached an article you can use to learn how to correct and re-apply payments that were applied to the wrong invoice in QuickBooks: Resolve common issues when applying a payment towards an invoice.

Keep us posted if you need anything else regarding the process. Have a great day.

View solution in original post

AlcaeusF · ‎April 23, 2021

Hello @dhavalkakadiya,

Thank you for posting here in the Community. I can share some steps to help you correct the unapplied payments in QuickBooks Desktop.

You'll need to link the deposits to your open invoices in the system. This keeps your records accurate and helps avoid errors when it's time to reconcile your accounts.

First, you'll need to find and make changes to the deposit. You can find the transaction by opening your bank register in the chart of accounts.

Here's how:

Click Lists.
Go to Chart of Accounts.
Double-click the bank account, then look for the deposit.
Open the transaction.
Change the account to Accounts Receivable.
Hit Save & Close.

Once done, you can proceed with applying the deposit to the invoice. Please open the transaction and press the Receive Payments option.

Follow these steps:

Open the invoice.
Select Receive Payments.
Click Apply Credits at the bottom.
Choose the deposit.
Hit Done.
Press Save & Close.

You can pull up the Profit & Loss Detail report so you can see the categorization. You can use these steps:

Click Reports.
Go to Company & Financial.
Select Profit & Loss Detail.

Also, I've attached an article you can use to learn how to correct and re-apply payments that were applied to the wrong invoice in QuickBooks: Resolve common issues when applying a payment towards an invoice.

Keep us posted if you need anything else regarding the process. Have a great day.

rock and roll · ‎November 22, 2021

I followed your step and I keep getting WARNING, you cannot edit payment information in a deposit transaction.

DivinaMercy_N · ‎November 22, 2021

Hello there, @rock and roll. I've got here steps to help you link the deposit to the invoice.

To isolate the warning you've encountered, you can delete the deposit and then, recreate it. Before performing the steps, I suggest creating a backup copy of your company file first. This is to ensure that you have original data that you can restore at any time in case of data loss. Once done, here's how to delete the deposit:

Open your QuickBooks Desktop (QBDT) program.
Go to the Lists menu and click Chart of Accounts.
Find and open the account where the deposit is allocated.
Look and click the deposit transaction.
Select the Edit transaction option.
From the deposit window, press the Ctrl + D key on your keyboard to delete the transaction.
Select OK.

Once done, recreate the deposit by going to the Banking menu. When finished, please follow the steps provided by my colleague, AlcaeusF to link the deposit to the invoice.

To give you further guide in managing payment for invoices in QBDT, feel free to visit this article: Record an invoice payment.

You also have the option to make your deposits recurring. For the detailed steps, please open this link: Record recurring deposits.

I'm always around if you need additional assistance in linking deposits to invoice. Don't hesitate to post a reply below. Have a good one.

Tikisu007 · ‎September 09, 2022

Sorry for this,

Here all are explained about Invoices and Payments. but nobody has explained about Un apply for Bill Payments

Kurt_M · ‎September 09, 2022

I appreciate you for joining the thread, @Tikisu007. I'm here now, and I'll share some details about what is unapplied bill payments in QuickBooks Desktop (QBDT).

In QBDT, if you see unapplied bill payments, it only means you have existing checks that were not connected or linked to your bills. Having unapplied bill payments will result in your bills that remain in unpaid status.

Additionally, here's an article to help you manage bills in QBDT: Pay bills in QuickBooks Desktop.

You can also check this page to fix bills showing as unpaid in QBDT: Bill shows as unpaid after writing a check in QuickBooks Desktop.

@Tikisu007, know that you can always get back to me if you have any additional QuickBooks-related concerns. It'll be my pleasure to help you out once again. Take care, and have a great weekend!

Carolexx · ‎September 21, 2023

My unapplied payments are all in closed years from the past and just need to be deleted. I also have a few journals in there that the CPA applied. These transactions are back to 2017 and still showing in my "open invoices" area of quickbooks enterprise professional. I'm sick of seeing these things. why can't quick books just let me delete them. UGH. There were no invoices created as we never used qb invoices. I made deposits to the company that made the payments and quickbooks made up the invoice. I have unapplied payments from 2017 and I'd really love to not see them in my database tracker. How do I delete them?

AbegailS_ · ‎September 21, 2023

Hello there, Carolexx.

I can see that you posted twice in this forum. Please click the link to get redirected to the original post answered by my colleague:https://quickbooks.intuit.com/learn-support/en-us/other-questions/re-unapplied-cash-payment-income/0...

Know that our door is open 24/7 if you need assistance performing specific tasks in QuickBooks. You can also utilize the REPLY button below if you have any additional QuickBooks-related concerns. Stay safe, and have a good one!

Carolexx · ‎November 30, 2023

So this is not working for me at all. I have 15 unapplied payments showing up for previous years. When I drill down to the invoice, it's marked paid so why is it still showing up as unapplied? I don't get it.

Candice C · ‎November 30, 2023

Good afternoon, @Carolexx.

I appreciate you coming back with additional questions.

I see that you've had this problem for a few months now and I want to ensure that you get this handled right away. With that being said, since none of my colleagues steps worked for you, I recommend contacting our Customer Support Team for further assistance. Here's how:

Go to the Help menu.
Press the QuickBooks Desktop Help option.
Tap the Contact Us hyperlink/button.
Enter your question and click Let's talk.
Scroll down and choose to Get a callback.

Keep us updated on how the call goes. We're always here to have your back. Have a great day!

Topics

Training

Community

Resources

Correcting unapplied payment/deposit