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Some of my customer deposits are not appearing in the Customer Center. Is there a difference in entering the deposits under Sales Receipts? as opposed to Banking>Make Deposits>Sales Revenue?

I have always entered my customer deposits from the home page - create sales receipt.  I recently hired a company to enter QB for me.  I converted my Mac to Windows and downloaded the file for them.  They entered all deposits under Banking>Make Deposits>Sales Revenue.  These are the transactions that are not showing up when I click on the individual customer.  Can I import them from 'somewhere'?  The check register shows all deposits/transactions.  Any help is greatly appreciated.

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Best answer 12-10-2018

Accepted Solutions
Community Contributor ***

Yes there is a difference.  If you want to see transactio...

Yes there is a difference.  If you want to see transactions in the Customer Center and on Sales reports, etc. then you need to enter a Sales Receipt (or Invoice & Receive Payment).

25 Comments
Community Contributor ***

Yes there is a difference.  If you want to see transactio...

Yes there is a difference.  If you want to see transactions in the Customer Center and on Sales reports, etc. then you need to enter a Sales Receipt (or Invoice & Receive Payment).

Not applicable

I never create an invoice, just receive money, and someti...

I never create an invoice, just receive money, and sometimes transactions show and sometimes they don't
Community Contributor ***

Then you should be entering a Sales Receipt when you rece...

Then you should be entering a Sales Receipt when you receive the money.  This ensures it will be included on all the sales reports, etc.

I'm not sure why it's marked as unhelpful -- although you may not like the answer, that is how QB works.  I'm not an Intuit employee -- just trying to help you understand the program.
Not applicable

Thats great for future entries but how do you fix existin...

Thats great for future entries but how do you fix existing entries? Thanks
Community Contributor ***

You would need to delete the deposits and enter a sales r...

You would need to delete the deposits and enter a sales receipt instead.  If the deposits have been cleared, it will mess up the beginning balance in the bank rec window and you'll need to re-reconcile to clear those deposits.
Frequent Explorer *

Re: Then you should be entering a Sales Receipt when you rece...

Why doesn't a tenants deposit not show up in the customer center when I use "Make Deposits"?  If I record the deposit in the register it will show up.

QuickBooks Team

Re: Then you should be entering a Sales Receipt when you rece...

Hello there, skibumps90,

 

Thank you for posting in the Community. I have some insight to provide you regarding your concern about making deposits.

 

When creating the deposit through the Make Deposits option, it'll not automatically add the payee on the bank register. You'll need to go to Chart of Accounts and manually enter the payee on the transaction.

 

Here's how:

  1. Click the List tab at the top menu bar.
  2. Select Chart of Accounts.
  3. Double-click to open your bank account.
  4. Search for the transaction and add the payee.
  5. Click Record.
  6. Click Yes.

Once done, the deposit will be showing on the Customer Center section of QuickBooks. I'm adding screenshots below for your reference on the Payee field.

 

I look forward to serving you at my best. That said, you can reach me anytime by posting a response below.

 

Frequent Explorer *

Re: Then you should be entering a Sales Receipt when you rece...

That was very helpful!  Thanks!

 

But let ask another question - how do I update a split deposit with payee info?  I have two renters that share an apartment and I was using "make deposit" and just listing them separately.   Maybe it can't be done.

 

I think going forward it may be best to just enter deposits through the register.

Established Community Backer ***

Re: Then you should be entering a Sales Receipt when you rece...

Here's the issue: "how do I update a split deposit with payee info"

 

In the Register view, you see the Transactions. If you double-click and Open the DEP, that's a Worksheet. There is not supposed to be a name in the Register view; and putting one here will conflict with the DEP Listing = the contents that are inside the DEP.

 

Working in the Register view = you bypassed everything to do with Customer names. Don't put Customer names in the Register view. And if you decide to use the DEP worksheet manually as income, you just bypassed everything about Sales and Customer reporting. All you are doing is "some banking."

 

The way this works better is to use Sales Receipt, for each customer that paid you Rent, listing the Rental Income service item here. Make sure the File Preferences are set to flow the sales receipt funds to Undeposited Funds, or assign them yourself manually using the dropdown for "Deposit To:" and now you have Multiple entries waiting to be deposited. When you make the deposit entry, you select all the info that is Pending to be selected, and now you see one line in the DEP in the Register, and you open it to see the Details. And now you have Customer Sales activity for financial and customer name-based reporting, as well as reporting on Rent.

Frequent Explorer *

Re: Then you should be entering a Sales Receipt when you rece...

Ok this is new to me but a great time of year to figure it out.  So each month I create a new Sales Receipt for each renter.  Then it sounds like I go through the “deposit payments” process, correct?

 

Also I tried to set up a new item as Service – Rental Income.  QB is warning me that I can’t with undeposited funds?  I do have income accounts that I use that are named unit 1, unit 2, etc.  Should I point the account to those?  If so it would seem that I need multi items for rents.

Active Member

Re: Then you should be entering a Sales Receipt when you rece...

 

Thanks so much for these helpful instructions! I'm a different (newbie) user with the same problem. This solution looks good to me, but is there a different way to do it for Quickbooks Online?

 

Like skibumps, I just added several transactions as deposits, with a customer in each payee field. I then went through the bank register to make sure that each deposit was linked with a customer (in the payee field). All of that seems to have saved just fine, but when I go to the "Customer" section, the transactions have not been matched to each customer.

 

From now on I certainly won't go this route! But is there a way to fix what I've done without re-doing everything?

 

Moderator

Re: Then you should be entering a Sales Receipt when you rece...

Hi @lbmarcus,

 

Let me help how you can fix the deposit transactions that were entered in the register section to show it in the customer's profile.

 

You can change the account on the deposit transaction to Accounts Receivable so we can link it to an open invoice. This way, the transaction will show in the customer's profile. If in case you will not be creating an invoice where the deposit can link to, the next thing we can only do is to delete then recreate the transactions as a sales receipt.

 

You can also check this helpful article about How to record a customer payment in QuickBooks Online.

 

That's it! If you have other concerns, please don't hesitate to post again. We are always happy to help!

 

 

 

Established Community Backer ***

Re: Then you should be entering a Sales Receipt when you rece...

@KarenEdithL

 

Please learn from this input.

 

You don't have to Delete Deposits. You need to Update them, because there is a place to "Add these payments to this deposit" which is Undeposited Funds. You select the sales receipts that you flowed to UF; for example, Rent Income is the charge item, and the Sales Receipt has "deposit to" UF, instead of directly to Checking. Now you can batch that total deposit for that date by adding the UF transactions pending to be part of a Deposit. Then, you remove a manual line entered as Income. Putting Names in Deposit doesn't make Sales; that is Banking, not Sales.

 

Think of the Deposit screen as an envelope; you put into the envelope actual activity for Customer Names, such as Sales Receipts or payments against invoices. Do Not make manual entries that are Income, as AR;that just adds the need to create an Invoice and then to link them. That is more work than using Sales Receipts.

Established Community Backer ***

Re: Then you should be entering a Sales Receipt when you rece...

@skibumps90

 

No, you don't need More Accounts: "Also I tried to set up a new item as Service – Rental Income.  QB is warning me that I can’t with undeposited funds?  I do have income accounts that I use that are named unit 1, unit 2, etc.  Should I point the account to those?  If so it would seem that I need multi items for rents"

 

The Items are Income, the tenant Name is already on that sales receipt. You don't need One Item per One Account. You can Name the item Rent, or Rent Unit 1 and Rent Unit 2. They both link to one income account for Rent. You can run Sales reporting now that you are using Actual Sales transactions and not just Banking for managing rent.

Active Member

Re: Then you should be entering a Sales Receipt when you rece...

I have the same concerns. I don't understand why my Payee isn't reflected in the Check Register when I have entered the payee in the Record Deposits area. I didn't send a invoice or generate a sales receipt but I have still told QBs who the payee is. Am I doing something wrong or did I skip a step somewhere? Or is this a programming/software issue?

QuickBooks Team

Re: Then you should be entering a Sales Receipt when you rece...

Thanks for joining on this thread, SG123.


I’m here to clarify why the Payee’s name doesn’t show in the check register.    


The name that appears in the Make Deposit window doesn’t automatically come over to the check register because QuickBooks is recording actual bank transactions. If there are several deposits, the transactions may not be attributed to one payer only, which is why the field is blank.


In the meantime, I suggest following the steps provided by @AlcaeusF to input the payees’ name.

 

We're constantly updating some features in QuickBooks Desktop. If you’d like the software to automatically show the payee’s name in the register, I suggest sending this idea straight to our Development Team.  

 

Here's how:

 

  1. Go to Help at the top menu bar.
  2. Select Send Feedback Online.
  3. Then choose Product Suggestion.
  4. Once done, click on Send Feedback.

Your feedback helps them identify the features our customers want most and work toward improving the program.

 

While you do that, I will also be sending this feature on your behalf to our engineers. You can visit this link to keep you in the loop as to what’s new about the product. 

 

That's it. Stay in touch if you have additional questions about QuickBooks. Please know that I’m just a comment away. Have a good one.

 

Frequent Explorer *

Re: Then you should be entering a Sales Receipt when you rece...

Thanks to all for your help.  I have now started creating a sales receipt for each tenant, each month.  I'm still having a problem with my new Item for "Service - Rent".  When I created the new item, the account I pointed to is the check account that I deposit to.  But when I make a deposit, the tenant's rent is listed in the account as a Payment, and also a deposit.  I was thinking I should point the item to Undeposited Funds account but I get an error.  What am I doing wrong?

QuickBooks Team

Re: Then you should be entering a Sales Receipt when you rece...

Hi there, @skibumps90.

 

Allow me to join the thread and help share information about creating service-rent item in QuickBooks Desktop (QBDT).

 

The reason why the tenant's rent is listed in the account as a payment and deposit because of the account you used when setting up the item. You need to select an income item and not the account where you'll deposit to.

 

You need to change the account link to the item created and you'll just be notified that all future transactions with the item will use the new account and update the existing transactions.

 

To change the account:

  1. Go to List.
  2. Select Item List.
  3. Select the Service Item.
  4. Select an income account in the Account section.
  5. Click OK to save the changes.

Let me know if you have any other questions about service items in QBDT, I'm always here to help!

Frequent Explorer *

Re: Then you should be entering a Sales Receipt when you rece...

Ahh...  That undeposited funds account was screwing me up because I have never used it before.  I already had an Income account for Rental Payments so I just pointed the item to that.

 

Thank you!

Established Community Backer ***

Re: Then you should be entering a Sales Receipt when you rece...

@skibumps90

You skipped the Why Are People Paying Me.

 

The Reason they are paying you is Rent Income. That is the First thing. Next, the destination of the Funds is either UF or directly posting to Checking. Example: If you want to show a Batched total deposit, then the Sales Receipt is set to flow to UF; but the sale is your rental income. Please see my attachment.

Frequent Explorer *

Re: Then you should be entering a Sales Receipt when you rece...

No - I do have my preferences set for defaulting to UF.  But I noticed from your pic that I don't have an option to "deposit to" and drop down to checking on my sales receipt.  Probably because I'm still on QB Pro 2013.

Established Community Backer ***

Re: Then you should be entering a Sales Receipt when you rece...

@skibumps90

 

I showed where you Control this; go to Edit Menu > Preferences. You control it, and if the file is set to use UF by default, that's why you do Not See the option dropdown for "deposit to:" so review that image, again.

 

And you know QB 2013 reached end of life in May 2016? It is not compatible on W10 and no longer supported, and worse, Intuit has a 3-year lifecycle, but your data is not 6 years behind current.

Established Member

Re: Then you should be entering a Sales Receipt when you rece...

This thread is confusing.  If you include a customer's name on the RECEIVED FROM line in the Make Deposit window, that deposit never shows up in any reports associated with that customer.  My understanding from other replies is that it will NOT show up unless there is an associated Sales Receipt or Invoice.  I don't believe this response makes that clear.  Can someone clarify?  Is there a way to have the deposit show up in the customer's transaction list WITHOUT creating either a sales receipt or invoice?

QuickBooks Team

Re: Then you should be entering a Sales Receipt when you rece...

I'll be happy to add clarification on this, Rino53.

 

When you tag a customer's name on a deposit, you're telling QuickBooks that that deposit is from that customer. Though it'll not show up in the Transactions list of the customer (as seen in the screenshot), it reduces the customer's balance in the Customer Center even if it's not applied to its transactions yet. If you also pull up the Open Balance report by right-clicking on the customer's name and choosing Open Balance, you'll see the deposit in there. It's the report that you want to run.

 

 

On the other hand, if you'd like to show the customer's payment in the Transactions section and in some reports, you can record it using a Receive Payment transaction. However, Receive Payments will not automatically deposit the amount to bank registers. Usually, it goes into the Undeposited Funds account depending on your setup. So if the payment was already deposited in your actual bank, you can deposit the Received Payment amount.

 

Please go back to this thread and let us know how we can help you further.