Batch invoicing & Receiving Payments

STE3 · ‎April 07, 2020

Hi, I hope someone can assist with this.

I just recently took over doing the accounting for our HOA. I figured out how to do the batch invoicing but where I am having issues is when payments are made for those invoices.

I go to Receive Payments, enter the payment in but when I record it, a box pops up saying they have an overpayment and do I want to issue a credit memo. No invoice is showing up to credit the amount against. I just skip this and it records the payment okay.

It appears that when I am doing the batch invoicing, the invoice is not being recorded against the account as a statement charge?

I seem to be missing a step somewhere when I do the batch invoice.

When I print out the statement, it all shows up okay (invoice & payment), but when I do a balance report, it is showing up as a credit and the invoice is not showing up.

Any assistance on where I am going wrong with the batch invoicing process will be greatly appreciated thank you.

Rubielyn_J · ‎April 07, 2020

Thank you for posting here in the Community, @STE3.

Let me give you some information about invoicing and receiving payments.

When you record a payment and, a window pops up saying there's an overpayment, you can go to the customer center and check if there's an overpayment. If the amount of that customer is negative, then there's an overpayment.

Also, the invoice can't be linked with the statement charge.

Allow me to guide on how to record an invoice payment in QuickBooks Desktop.

Here's how:

Choose Customers at the menu tab.
Select Receive Payment.
In the Received From the drop-down, then choose the customer's name.
Enter the payment.
Choose the correct date, then select the Payment method.
Choose the invoices you'd like to pay.
Select Save and Close.

If you want to deposit your payments in QuickBooks, you can refer to this article: Deposit payments.

Please let me know if you have any confusion. I'd be glad to help you right away. Always keep healthy and safe!

View solution in original post

Rubielyn_J · ‎April 07, 2020

Thank you for posting here in the Community, @STE3.

Let me give you some information about invoicing and receiving payments.

When you record a payment and, a window pops up saying there's an overpayment, you can go to the customer center and check if there's an overpayment. If the amount of that customer is negative, then there's an overpayment.

Also, the invoice can't be linked with the statement charge.

Allow me to guide on how to record an invoice payment in QuickBooks Desktop.

Here's how:

Choose Customers at the menu tab.
Select Receive Payment.
In the Received From the drop-down, then choose the customer's name.
Enter the payment.
Choose the correct date, then select the Payment method.
Choose the invoices you'd like to pay.
Select Save and Close.

If you want to deposit your payments in QuickBooks, you can refer to this article: Deposit payments.

Please let me know if you have any confusion. I'd be glad to help you right away. Always keep healthy and safe!

STE3 · ‎April 09, 2020

Thank you

cmherko925 · ‎April 28, 2020

Something else you want to be sure of when receiving payments. If you have more than one AR account, be sure that the correct one is selected on the payment screen. If not, it will tell you that there is an overpayment.

leeandrod · ‎April 05, 2021

I'm trying to figure out how to do the batch invoicing part. Anybody?

Fiat Lux - ASIA · ‎April 05, 2021

@leeandrod

The feature is available on QBO Advanced.

https:// quickbooks.intuit.com/learn-support/en-us/manage-invoices/create-and-send-multiple-invoices-in-quickbooks-online-advanced/00/248135

You may open a new blank QBO account to get the discounted rate.

https:// quickbooks.grsm.io/US

https:// quickbooks.grsm.io/us-promo

then utilize a migration tool

https:// transactionpro.grsm.io/qbo

Otherwise, consider having an additional app with the feature to integrate with your current QBO plan.

jamespaul · ‎April 05, 2021

Hello, leeandrod.

I'll introduce the batch invoicing feature in QuickBooks Desktop and help you use it.

You can create invoices in batch by going to the Customers menu, then selecting Create Batch Invoices. Here's a screenshot to help you navigate:

From there, you can select which customers you want to invoice all at once. If you'd like to know more about entering batch transactions in QuickBooks, feel free to read this article: Enter transactions by batch in QuickBooks Desktop.

Need to run your sales reports to see how much you've earned after invoicing your customers? Simply go to the Reports menu, then hover on Sales. Finally, choose a specific report.

If you need to customize your report, this article can help you out: Customize reports in QuickBooks Desktop.

If you're looking to explore QuickBooks Desktop's feature some more, let me know. I'm with you in every step of the way.

VHCFinMgr · ‎April 15, 2021

Hello,

I am having trouble finding the "Create Batch Invoices" option in my Customers menu. I only see the option for creating invoices. Please see attached screenshot. Is there a setup option I should be checking?

I am on Windows 10, QB Premier Nonprofit Edition 2019.

katherinejoyceO · ‎April 15, 2021

Hi there, @VHCFinMgr.

Thanks for following this thread. I appreciate you for sharing the version of QuickBooks you're using and the screenshot.

As an insight, the Create Batch Invoices option is only available in QuickBooks Desktop Enterprise and Accountant version.

You'll want to manually enter them one at a time, or use third-party apps as a workaround. You can visit the QuickBooks Apps website to search for the right apps for your business.

For future reference, check out this article to learn more about the Accounts Receivable workflows in QuickBooks Desktop.

Feel free to message us again here in the Community should you have more questions. I'm always around here to answer them for you.

Fiat Lux - ASIA · ‎April 15, 2021

@VHCFinMgr

You may purchase a one time license of QBD 2021 Accountant edition or utilize a membership/donor management app to integrate with your QBD.

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Batch invoicing & Receiving Payments