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Manage accounts receivables in QuickBooks Desktop using Financial Exchange

SOLVEDby QuickBooks3Updated December 01, 2022

QuickBooks Desktop allows you to manage and track your Customer Balances effectively.

Using the Financial Exchange feature, you can easily create and pay an invoice in QuickBooks Desktop Point of Sale, then transfer the transaction in QuickBooks Desktop Financial.

Create an Invoice

To create an invoice in QuickBooks Desktop financial, you must first create a sales receipt in QuickBooks Desktop Point of Sale charging the customer's account.

  1. Go to Make a Sale in QuickBooks Desktop Point of Sale.
  2. List all items and select customer name.
  3. For the payment method, choose Account.
  4. Select Charge to Account. Charge amount will automatically populate with the amount due.
    Note: If you accept initial payment for the invoice, you can choose another payment method then enter the amount.
  5. Enter a credit limit, then select Save.
  6. Run Financial Exchange.

To check how transactions were transferred to QuickBooks Desktop financial:

  1. In QuickBooks Desktop Point of Sale, go to Sales History then highlight the receipt.
  2. Go to I want to..., then choose Show Financial Detail.
  3. Select Open in QuickBooks.

Pay the Invoice

  1. In QuickBooks Desktop Point of Sale, select Make a sale.
  2. Choose the customer and select Account as payment method.
  3. Select Make payment on account, then enter amount.
  4. Select Save.
  5. Run Financial Exchange.
    Note: After the financial Exchange, the payment will be applied to different invoices based on the due date.
  6. In QuickBooks Desktop financial, select the payment and apply it to the correct invoice.
  7. Select Save & Close.

Track Customer Balance

    1. In QuickBooks Desktop Point of Sale, go to Customer menu then select Customer List.
    2. Choose the customer, then select Edit.
    3. Under the QuickBooks Options, you can see the following:
      • Available Balance - amount the customer owes to the business
      • Available Credit - amount the customer can use to purchase merchandise

Customer balances don’t match

You may see difference in customer balances in QuickBooks Desktop Point of Sale and QuickBooks Desktop Financial if:

  • There are unpaid invoices created in QuickBooks Desktop financial
  • Transactions from Point of Sale are sent to the wrong QuickBooks Desktop financial company file
  • An error occurred during Financial Exchange
  • There is a data damage

Important: If invoices were created directly in QuickBooks Desktop financial, Point of Sale will not have a record of them but it will reflect the balance correctly. Pay the invoice in QuickBooks Desktop financial to zero it out if needed.

To resolve this, perform the following solutions in the order shown.

Check Financial Logs for Errors sending transaction

  1. In QuickBooks Point of Sale, go to Financial menu then choose Financial Center.
  2. Under Review Activity section, select View Activity Log.
    Note: If you experience an error during Financial Exchange, see Troubleshoot 3000 status code errors during financial exchange.

Compare the balances

  1. Run Customer Balance Report in QuickBooks Desktop financial.
    1. Go to the Reports menu.
    2. Select Customers & Receivables, then Customer Balance Detail.
    3. Filter the dates to All.
  2. See Customer Balance in QuickBooks Desktop Point of Sale
    1. In the Customer menu, go to Customer List.
    2. Select Show Details.
    3. Under the QuickBooks Options section, see Available Balance.
  3. Notice the difference in the balances.
  4. Pull up Open Invoice Report in Quickbooks Desktop financial (Reports > Customers & Receivables > Open Invoices) and Customer Sales Report (Reports > Customers > Customer Sales) in Point of Sale.
  5. Check for unpaid invoices before connecting QuickBooks Desktop and Point of Sale.

Resend transactions to QuickBooks Desktop financial

Perform the following if there are sales and invoices that are not in QuickBooks Desktop financial or if you use a new company file.

  1. In QuickBooks Desktop Point of Sale, go to Financial menu then select Financial Center.
  2. Select Show Advanced Options, then Recover Data Now.
  3. Click Continue on the dialog box.
  4. Enter in the date of transactions you need to resend.
  5. Type in Yes to confirm, then click Continue.

For possible data damage, see Run Verify Data utility and Resolve data damage on your company file.

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