QB Online defaulting to an incorrect date on new invoices

ssntalk · ‎January 15, 2022

I created a new invoice today and the default date was 06/25/2021. What causes that?

I also noticed that an invoice indicated paid today from 09/16/2021.

I have several invoices that I know to have been paid that are indicating they are still due.

I did find two legitimate errors. An incorrect bank deposit to one customer in 03/2020 $1400 for a $500 invoice is just now indicating paid on November and December 2021 and Jan 2022 invoices.

AlexV · ‎January 16, 2022

Hello ssntalk!

There's one possible reason why the date is incorrect. Allow me to help you!

QuickBooks Online has an option to use the previous data when recording transactions. Let us turn it off to ensure that the correct date will be used.

Go to the Gear icon and select Account and Settings.
From the Advanced tab, select the Automation section.
Turn off the Pre-fill forms with previously entered content.
Tap Save, then Done.

Also, there's an option where the system will automatically apply the credits to an open invoice. This can be found in the Automation section as well. However, this won't happen if there are no available credits on the account.

The most possible reason is that the credits were created and manually applied to the invoice. You'll want to pull up the audit log report to see who created the credits and applied them.

In addition, let's perform these troubleshooting steps to ensure that you won't experience unusual behavior in QuickBooks Online. Let's start by using an incognito window and check the transactions from there. Incognito won't save your browsing history which can result in an error. These are some of the shortcut keys:

Google Chrome: Ctrl + Shift + N
Safari 11 or newer: ⌘ + Shift + N
Mozilla Firefox: Ctrl + Shift + P
Microsoft Edge: Ctrl + Shift + P

Also, you'll want to clear the cache and make sure you're using a supported and up-to-date browser. This can fix any browser-related issues.

Leave a reply again below if you need further assistance. I'll be here!

View solution in original post

katherinejoyceO · ‎January 15, 2022

Thanks for letting us know about your concern, @ssntalk. I'd be delighted to help you modify your invoice due date.

To do this, we need to open the invoice to make some necessary changes.

Let me show you how:

Select the Sales menu from the left pane.
Choose the Invoices tab.
Look for the invoice, and under the Action column, click the dropdown menu and choose View/Edit.
In the Due date section, change the date.
Once done, click Save and close.

To ensure it is set to the current one in the future, let's change the company's preferred invoice terms from the Accounts and Settings page.

Here's how:

From the Gear icon, select Account and Settings under Your Company.
Go to the Sales tab and click the pencil icon to edit the Sales form content section, then choose the term in the Preferred invoice terms dropdown.
Click on Save and Done.

For future reference, read through these articles to get more insights about managing your invoices in QBO:

Get back to us here for your additional concerns. We're always around to help.

ssntalk · ‎January 16, 2022

Thank you. I actually knew how to do that. Why did it default to June 25, 2021 when I opened a new invoice? It has always defaulted to the current day. I looked and my computer's time is set correctly.

Why did an invoice that was created 01/13/2022 indicate paid by a credit from 09/25/2021? the particular company had no credit on their account.

Why were two invoices that were created in November and December 2021 given credit from March 2020?

There was no credit in that account either.

AlexV · ‎January 16, 2022

Hello ssntalk!

There's one possible reason why the date is incorrect. Allow me to help you!

QuickBooks Online has an option to use the previous data when recording transactions. Let us turn it off to ensure that the correct date will be used.

Go to the Gear icon and select Account and Settings.
From the Advanced tab, select the Automation section.
Turn off the Pre-fill forms with previously entered content.
Tap Save, then Done.

Also, there's an option where the system will automatically apply the credits to an open invoice. This can be found in the Automation section as well. However, this won't happen if there are no available credits on the account.

The most possible reason is that the credits were created and manually applied to the invoice. You'll want to pull up the audit log report to see who created the credits and applied them.

In addition, let's perform these troubleshooting steps to ensure that you won't experience unusual behavior in QuickBooks Online. Let's start by using an incognito window and check the transactions from there. Incognito won't save your browsing history which can result in an error. These are some of the shortcut keys:

Google Chrome: Ctrl + Shift + N
Safari 11 or newer: ⌘ + Shift + N
Mozilla Firefox: Ctrl + Shift + P
Microsoft Edge: Ctrl + Shift + P

Also, you'll want to clear the cache and make sure you're using a supported and up-to-date browser. This can fix any browser-related issues.

Leave a reply again below if you need further assistance. I'll be here!

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QB Online defaulting to an incorrect date on new invoices