Duplicate transactions with deposit and invoicing

LASouthern · ‎August 09, 2023

I am hoping someone can offer some insight as to what I am doing incorrectly and how to change my steps to resolve this issue. A customer receives an estimate for the work to be completed. Once they agree to the amount, we collect 50% deposit to place them into the production que. I have set up an Upfront Deposit account and use Sales Receipt to record deposits per instructions listed here (https://quickbooks.intuit.com/learn-support/en-us/help-article/invoicing/manage-upfront-deposits-ret...). Then, I make a bank deposit when the amount (usually a check) is deposited into the business account. Once the job is complete, the customer is invoiced and the amount of deposit (sales receipt) is entered under deposit (image 1 & 2). Receive Final Payment is used to record final amount. HOWEVER, I have noticed since starting the upfront deposits that a third "Invoice" amount is left in undeposited funds which amounts to the deposit (image 3). Clearly, I am not accepting the amount twice (in this case it would be 1400.38 + 1400.38 + 1368.62. So how do I correctly apply the deposit amount to the final invoice without it showing up as a duplicate or remaining open in my undeposited funds.

I hope this makes sense, its been the Mondayest Wednesday today XD. Thanks!

GebelAlainaM · ‎August 09, 2023

We hear your sentiments, coastalcanvasoba, and we're here to help you. Let us work together to help fix the issue in managing your duplicate transactions with deposit and invoicing in QuickBooks Online (QBO).

In this case, we can delete the sales receipt you've created. It should be the invoice that you need to link to the deposit to remove the duplicate.

Here's how:

Access the Sales menu.
Click All Sales.
Locate the Sales Receipts.
You can filter your results using the Date and Filter By drop-down lists.
Click an appropriate record.
Hit Edit.
Select More.
Then Delete.

Additionally, the link you've followed is for QuickBooks Desktop (QBDT) account. Here's the article for the QBO account: Record a retainer or deposit.

Moreover, check these articles for future reference: Record invoice payments in QuickBooks Online.

Feel free to add a reply in the comment section below if you have clarification or additional queries about managing your business in QuickBooks. We'll be here for you. Have a great day ahead!

View solution in original post

GebelAlainaM · ‎August 09, 2023

We hear your sentiments, coastalcanvasoba, and we're here to help you. Let us work together to help fix the issue in managing your duplicate transactions with deposit and invoicing in QuickBooks Online (QBO).

In this case, we can delete the sales receipt you've created. It should be the invoice that you need to link to the deposit to remove the duplicate.

Here's how:

Access the Sales menu.
Click All Sales.
Locate the Sales Receipts.
You can filter your results using the Date and Filter By drop-down lists.
Click an appropriate record.
Hit Edit.
Select More.
Then Delete.

Additionally, the link you've followed is for QuickBooks Desktop (QBDT) account. Here's the article for the QBO account: Record a retainer or deposit.

Moreover, check these articles for future reference: Record invoice payments in QuickBooks Online.

Feel free to add a reply in the comment section below if you have clarification or additional queries about managing your business in QuickBooks. We'll be here for you. Have a great day ahead!

LASouthern · ‎August 10, 2023

Thank you for the solution! It seems this is the best approach, I have one additional question. The sales receipt is linked to a bank deposit. Will this affect anything by deleting it?

I will follow the protocol going forth https://quickbooks.intuit.com/learn-support/en-us/help-article/invoicing/manage-upfront-deposits-ret... choosing option 2 instead of creating a sales receipt. But I currently have 6 sales receipts linked to bank deposits so I want to ensure those are handled correctly before changing to option 2.

Thank you so much!

DHeraV · ‎August 10, 2023

I have additional information to share regarding your concern, @coastalcanvasoba.

By deleting the sales receipts, this will simply unlink the bank deposit in QuickBooks Online (QBO). After deletion, you can proceed to Option 2, where you can select the retainer item and apply it to your customer's invoice.

Option 2: Invoice customers for deposits or retainers

In your QBO account, click on +New.
Select Invoice.
Choose the Customer name from the dropdown list.
In the Product/Service column, select the Retainer or Deposit item you set up.
Enter the amount received for the retainer or deposit in the Rate or Amount column.
Select Save and close.

For detailed information, kindly visit: Record a retainer or deposit.

Moreover, you may also want to check out this article to learn how to find payments you expect to see in the Bank Deposit window in QuickBooks: Find missing payments you want to deposit in the Bank Deposit window.

Kindly add a comment below if you have additional QuickBooks-related queries. I'm sure to circle back and assist you the best as I can. Take care.

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Duplicate transactions with deposit and invoicing