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invoices and payments were posted to wrong customer. How can i move all transactions to correct customer.

I set up a new customer as a job under an existing customer by mistake.  However, I have generated 7 invoices that have been paid and were posted to the customer/job.  I need to move all of those to a customer that I have now set up accurately.   I can re-assign the invoices without much problem but trying to move the payments creates a negative balance agains the erroneous customer/job.  How do I correct this

5 Comments
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Re: invoices and payments were posted to wrong customer. How can i move all transactions to correct customer.

You should be able to drag and drop the job from the customer.

Moderator

Re: invoices and payments were posted to wrong customer. How can i move all transactions to corre...

Welcome to the Community, ltrichel1.

 

I can help you move the invoices and payments to the correct customer.

 

You did great on moving the invoices to the correct customer. You've mentioned that the payments will show as unapplied and negative under the erroneous customer/job. If this payment has been deposited already, you'll have to delete it first in the register. Then, open the payment, update the customer's name and apply it to the open invoice.

 

Let me show you how:

 

To delete the payment:

  1. Open the register.
  2. Double-click the payment and delete it.

To change the customer's name on the payment:

  1. Click Customers at the top, then choose Customer Center.
  2. Double-click the job and open the payment.
  3. Update the customer's name.
  4. Select the open invoice and click Save and close (refer to the screenshot below).

image.png

 

The steps above should help you move the invoices and payments to the correct customer. If you have follow-up questions about QuickBooks, please let me know. I'll be here and ready to help anytime. Have a good one.

Not applicable

Re: invoices and payments were posted to wrong customer. How can i move all transactions to corre...

thank you so much ,  haven't tried it yet but this makes perfect sense.  will let you and others who may be viewing this know the outcome

 

thanks again

 

Not applicable

Re: invoices and payments were posted to wrong customer. How can i move all transactions to corre...

When I open the payment from the wrong customer, it does not let me select the customer name to change who it applies to. This was a credit card transaction, so I can't just delete it and repost it - can I?

Moderator

Re: invoices and payments were posted to wrong customer. How can i move all transactions to corre...

Hello, Parts Counter.

Helping you apply the credit card transaction to the correct customer is my priority. Let's get things sorted out.

 

You can create a journal entry to apply the payment to the correct customer. The use of journal entries is to:

 

  • Enter transactions in the traditional system of accounting using debits and credits in a general journal or ledger.
  • Transfer amounts from one income or expense account to another.
  • Transfer amounts from an asset, liability, or equity account to an income or expense account.
  • Transfer amounts from one class to another.
  • Enter miscellaneous transactions to complete year-end activities.

To create journal entry:

 

  1. From the QuickBooks Company menu, choose Make General Journal Entries.
  2. (Optional) In the Make General Journal Entries window, change the Date field.
  3. The Entry No. should automatically populate. If not, type a number for your journal entries. QuickBooks Desktop will automatically number subsequent journal entries.
  4. Enter the General Journal Entry details.
    1. Enter or select the first account in your transaction. If you are using an A/R (accounts receivable) or A/P (accounts payable) account, the first account in the General Journal transaction should be the AR or AP account.
    2. Enter the debit or credit amount for the account you selected in step a.
    3. (Optional) Type a memo describing the transaction. This memo will appear on reports and will include the General Journal entry.
    4. Enter or select the Customer, Vendor, Employee, or Other name associated with the transaction. This is required if you use A/R or A/P accounts.
    5. (Optional) If you selected an Expense account along with a customer or job, you can make the amount billable to the customer by checking the Billable column.
    6. (Optional) Assign a class to the amount.
    7. Repeat steps 4a through 4e to enter distribution lines until the transaction reaches a zero balance. The total in the Debit column should be equal to the total in the Credit column.
  5. Click Save & Close to save the journal entry and close the window or click Save & New to save the journal entry and create a new one.

However, the assistance of an accountant is a must. Your accountant can help and guide on which account to debit and credit.

 

You can get more details in this article: https://quickbooks.intuit.com/community/Help-Articles/Record-a-journal-entry/m-p/203691.

 

Should you need more help in applying the payment to the correct customer, don't hesitate to drop a reply below.

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