Assign a Paid Invoice to a Different Job

RC_in_MN · ‎February 05, 2023

Could use some advice on this:

Working on my end-of-year reports, I realized that I made a mistake when creating one invoice. Instead of assigning the invoice to a job, I mistakenly assigned it just to the client name. The invoice was paid months ago.

I tried to just change the job number by editing the invoice and it suddenly appeared as unpaid, and when I changed that, it appeared as though I've been paid twice. Fortunately, I restored from a backup and am now back to where I started.

Is there a way to edit this invoice so it applies to the correct job without throwing other things off down the line?

Thanks.

Carneil_C · ‎February 05, 2023

Hi there, @RC_in_MN.

I appreciate you for laying out the details of your concern. Let's work together so you can achieve your goal of assigning your paid invoice to a different job.

Yes, you're right that changing the job and editing the paid invoice will appear unpaid. We can receive the payment to link the invoice to mark it as paid. Please follow the steps below to do so:

Go to the Customers menu and choose Receive Payments.
From the drop-down icon, enter the new job from the Receive From.
Tick the box of the linked payment.
Click Save and Close.

From there, you'll now see the invoice as paid again. You can read this article for more details about helping you account for your customer's payments: Record an invoice payment.

You can always visit this site to be updated with the latest enhancements with QBDT for Mac: What's new in QuickBooks Desktop for Mac.

Please let me know if you need clarifications about managing your invoice in QuickBooks Desktop for Mac or if there's anything else I can do for you. I'll be standing by for your response. Have a great day, and stay safe.

RC_in_MN · ‎February 05, 2023

Hi Carneil.....

Thanks for your suggestion. I'm a little confused, so maybe you can walk me through this:

I have the original invoice which was assigned to the customer, but with no job selected

If I go to Customer->Receive Payments there are no payments to tick off, because I already received the payment for this invoice

What I'd like to do is to reassign both this invoice and the associated payment to a job (for the same customer). When I tried to do this before I ended up with either an unpaid invoice or an invoice that was paid twice.

Did I misunderstand your instructions?

Thanks again.

AileneA · ‎February 05, 2023

Thanks for getting back to us with the details information, RC_in_MN.

QuickBooks lets you edit invoices. We also can manage the payment that was applied to the invoices to make necessary changes.

What we need to do is delete both invoice and payment from the customer to prevent double paid before assigning it to the associated job. Thus, the invoices will automatically be opened again. Then we can received the payment again and assigned it to the same customer with associated job.

I suggest working with your accountant since the transaction is paid months ago to prevent any discrepancy on your YE reports.

To receive payment, here's how:

From the Customers menu, choose Receive Payments.
Select Create a Payment.
Fill out the necessary fields.
Press Save.

For reference, this article will help you easily handle your customer payments: Record an invoice payment. From there, you’ll learn about processing a discount for early payments.

Additionally, the links below will guide you on how to manage your deposits as well as your customer transactions. The topics include creating an invoice, processing payments, making deposits, etc.

Keep in touch if you still need assistance with deleting your deposit or other customer-related transactions. I’m more than happy to help. Have a great day ahead.

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Assign a Paid Invoice to a Different Job