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sophie25
January 14, 2019
Solved

Invoices from outside program

  • January 14, 2019
  • 1 reply
  • 1 view

I have 2 questions. 

1)  I work for a auto mechanic shop.  We invoice and receive payment through an industry specific program.  Every morning I transfer the information from our program to QBO.  At times the amounts are different by a penny due to sales tax calculation.  How do I get rid of the .01 remaining on customer accounts?  It is not a true amount that is due to us.  

2)  We had an invoice that was partially paid and then the remainder was paid at a later time.  In QBO the invoice is showing as the partial payment only.  How do I get this taken care of.

I did not do any of the set up for the QBO, I am only trying to follow in someones footprints and fix the errors so that I can continue correctly.

Best answer by RaymondJayO

Welcome to the QuickBooks Community, @sophie25.

 

Thank you for providing detailed information about your 2 concerns.

 

For your first question, let’s write-off the balance since there’s .01 remaining on your customer accounts. This way, you can declare it as a bad debt to clear the invoice out of your accounts receivable (A/R) in QuickBooks Online (QBO).

 

Before you address a non-collectible debt, let’s first review your A/R Aging Detail report. Here’s how:

 

  1. Go to the Reports from the left menu.
  2. In the Search bar, enter Accounts Receivable Aging.
  3. Select the Accounts Receivable Aging Detail report from the results to review your outstanding accounts receivable.

Then, let’s create an account for the bad debts. Here’s how:

 

  1. Go to the Gear icon on the Toolbar.
  2. Under Your Company, select Chart of Accounts.
  3. Select New.
  4. In the Account dialog, select Expenses from the Account Type drop-down list.
  5. From the Detail Type drop-down list, select Bad Debts.
  6. In the Name field, enter Bad Debt.
  7. Choose Save and close.

For the third to last steps, please refer to this article: How to Write Off Bad Debt. After performing the steps above, you’ll get rid of the .01 or penny differences on your customer balances.

 

For your second question, you’ll have to receive the payment since the invoice is still showing as a partial payment in QBO. Here’s how:

 

  1. Go to the Plus (+) sign at the right top.
  2. Under Customers, choose Receive Payment.
  3. Select the customer who paid you in the Choose a customer field.
  4. Enter the payment date.
  5. Enter the payment method.
  6. For the Reference Number, enter the check number.
  7. When you receive payments that you’re going to deposit in a group, go to the Deposit Menu and choose the Undeposited Funds account. If you’ve already deposited this payment, then choose the account you deposited it to.
  8. Click Save and New if you need to receive another payment, or Save and Close if you’re finished.

For more details, please check out this article: Receive Payments in QBO. After performing the steps above, the invoice will be taken care of.

 

This will get you back to your business, @sophie25. If you need anything else about QBO, I’m just one comment away. I’m glad to help. Cheers!

1 reply

R
RaymondJayOQuickBooks TeamAnswer
QuickBooks Team
January 14, 2019

Welcome to the QuickBooks Community, @sophie25.

 

Thank you for providing detailed information about your 2 concerns.

 

For your first question, let’s write-off the balance since there’s .01 remaining on your customer accounts. This way, you can declare it as a bad debt to clear the invoice out of your accounts receivable (A/R) in QuickBooks Online (QBO).

 

Before you address a non-collectible debt, let’s first review your A/R Aging Detail report. Here’s how:

 

  1. Go to the Reports from the left menu.
  2. In the Search bar, enter Accounts Receivable Aging.
  3. Select the Accounts Receivable Aging Detail report from the results to review your outstanding accounts receivable.

Then, let’s create an account for the bad debts. Here’s how:

 

  1. Go to the Gear icon on the Toolbar.
  2. Under Your Company, select Chart of Accounts.
  3. Select New.
  4. In the Account dialog, select Expenses from the Account Type drop-down list.
  5. From the Detail Type drop-down list, select Bad Debts.
  6. In the Name field, enter Bad Debt.
  7. Choose Save and close.

For the third to last steps, please refer to this article: How to Write Off Bad Debt. After performing the steps above, you’ll get rid of the .01 or penny differences on your customer balances.

 

For your second question, you’ll have to receive the payment since the invoice is still showing as a partial payment in QBO. Here’s how:

 

  1. Go to the Plus (+) sign at the right top.
  2. Under Customers, choose Receive Payment.
  3. Select the customer who paid you in the Choose a customer field.
  4. Enter the payment date.
  5. Enter the payment method.
  6. For the Reference Number, enter the check number.
  7. When you receive payments that you’re going to deposit in a group, go to the Deposit Menu and choose the Undeposited Funds account. If you’ve already deposited this payment, then choose the account you deposited it to.
  8. Click Save and New if you need to receive another payment, or Save and Close if you’re finished.

For more details, please check out this article: Receive Payments in QBO. After performing the steps above, the invoice will be taken care of.

 

This will get you back to your business, @sophie25. If you need anything else about QBO, I’m just one comment away. I’m glad to help. Cheers!

S
sophie25Author
January 15, 2019

Thank you very much for the help.

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