How to transfer an Invoice that is paid under one customer to another customer and mark it as paid on quickbooks desktop?

boxesrus · ‎July 22, 2022

I'm trying to clean up some accounts. There is a transaction which is under example: Michigan Caterpillar. This transaction has been paid and reconciled. However, this transaction should be under Caterpillar. Michigan Caterpillar and Caterpillar are two different vendors.

What is the best way for me to move it from Michigan Caterpillar to Caterpillar?

SarahannC · ‎July 22, 2022

Hello there, boxesrus.

The best way for us to correct the transaction from Michigan Caterpillar to Caterpillar is to delete and recreate it.

Since there's a payment associated with the invoice, we'll have to delete both the invoice and payment. We can do it from the customer's account. I'll show you how:

Go to Customers. Then, Customer Center. If you mean this transaction is for the vendor, go to Vendor and select Vendor Center.
Find Michigan Caterpillar.
Click Transactions. Set the date when the transaction is created.
Locate and open the payment first, then delete it.
After that, locate and open the invoice, then delete it.

Once done, recreate the invoice for Caterpillar and make a payment with it. Then, you can do a mini reconciliation method to correct your reconciled account. For more details, we can refer to this article: Reconcile previously deleted and re-entered transactions. This provides complete steps and instructions.

Also, we can check these articles for additional information about the reconciliation process in the program:

Let me know if you need help with handling transactions and more details with reconciliation. I'm always glad to help in any way I can.

View solution in original post

SarahannC · ‎July 22, 2022

Hello there, boxesrus.

The best way for us to correct the transaction from Michigan Caterpillar to Caterpillar is to delete and recreate it.

Since there's a payment associated with the invoice, we'll have to delete both the invoice and payment. We can do it from the customer's account. I'll show you how:

Go to Customers. Then, Customer Center. If you mean this transaction is for the vendor, go to Vendor and select Vendor Center.
Find Michigan Caterpillar.
Click Transactions. Set the date when the transaction is created.
Locate and open the payment first, then delete it.
After that, locate and open the invoice, then delete it.

Once done, recreate the invoice for Caterpillar and make a payment with it. Then, you can do a mini reconciliation method to correct your reconciled account. For more details, we can refer to this article: Reconcile previously deleted and re-entered transactions. This provides complete steps and instructions.

Also, we can check these articles for additional information about the reconciliation process in the program:

Let me know if you need help with handling transactions and more details with reconciliation. I'm always glad to help in any way I can.

SarahannC · ‎July 27, 2022

Hi boxesrus,

Hope you’re doing great. I wanted to see how everything is going about correcting your the paid invoice. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at anytime.

Looking forward to your reply. Have a pleasant day ahead!

boxesrus · ‎July 28, 2022

Hello SarahannC,

I got it. Thank you for explaining it to me in such detail. Sorry about the late response.

You have a great day!

Rubielyn_J · ‎July 28, 2022

Thanks for getting back in here, @boxesrus.

I’m glad that my colleague SarahannC was able to help with your concern.

Please know that you’re always welcome to post in the Community space for any QuickBooks concerns you may have.

If you need tips and resources to manage your QuickBooks Online account and finances, feel free to visit our Support page to learn more. This provides information to help your navigation experience be more effective.

Keep us posted if you have other questions or concerns about transferring invoices. I’m here to help you out. Take care, and have a great day!

SuperiorGCAZ · ‎January 21, 2023

When I do this under the customer in the transaction list I get this error:

Something's not quite right

This transaction has been deposited. If you want to change or delete it, you must edit the deposit it appears on and remove it first.

ReymondO · ‎January 21, 2023

Hi there, @SuperiorGCAZ.

Thanks for joining the thread and sharing the error message. I've got the steps to help you undo and correct this transaction in QuickBooks Desktop (QBDT).

This error usually appears when the transaction you're trying to delete was deposited to Undeposited Funds before it was moved to the correct bank account. To clear this out, you'll have to delete the deposit first from the Make Deposits window.

Let me show you how:

Go to the Customers menu and select Customer Center.
Click the name of the customer, then look for the invoice payment.
Right-click the transaction, choose View Transaction History.
Select deposit transaction under the Type column, then click Go to.
Press Ctrl + D on your keyboard. This will open a prompt that will help us delete the deposit. Select OK to confirm.
Click Save & Close, then open again the invoice payment and select the Delete button.
Choose OK to delete the payment and select Save & Close.

This should now completely delete the payment. Once done, let's proceed to delete the open invoice. Then, recreate the transaction and record the payment to correct customer.

Lastly, perform a mini reconciliation method to fix your reconciled account.

Moreover, you can check out this guide anytime you need help doing or fixing a reconciliation in QuickBooks: How to properly reconcile accounts in QBDT.

You’re always welcome to post again in the Community if you need anything else. It’s my pleasure to help. Have a fantastic day!

Topics

Training

Community

Resources

How to transfer an Invoice that is paid under one customer to another customer and mark it as paid on quickbooks desktop?