I appreciate you coming here with us today, aimeeloops.

Base on your scenario, this behavior wherein boxes where unchecked in your sales receipts is uncommon. This requires a through investigation from our QuickBooks Care Team. They can take a closer look at this issue in order to identify the cause and possible solution for this.

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Looking forward to know that this issue is resolved. Get back to me if you have other concerns with managing sales receipts and I'm always here to assist.

Every single month I have at least 2-3 tenants where their invoices reflect as “paid” but they assure me they have not actually made the payment yet!!?? They can’t pay the invoice if it’s already saying “paid” it is a huge tax nightmare when I am deleting payments and redoing invoices. I cannot stand quickbooks, it’s been a year and this continues on!!!! Plus the embarrassment as a landlord I go through trying to explain this to my tenants m.  I don’t have time to switch companies but I can’t wait to say goodbye to Quickbooks!!

I’ve made these calls to Quickbooks and no one can figure it out. For the price we pay, the incompetence is astounding!!

Its a Bot answering, not a real representative. I'm so frustrated over all of this. Time to use another system I guess. 

Probably not the correct thing to do, but here goes:

I went through all of my customers and found where payments were applied giving a zero balance, yet they still showed that the charges failed (it was in red). And no, turning off Automation does not keep this from happening. I supposed I could have gone through my Merchant Services account to see what showed as "failed" each month instead of funded. But I have less than 50 customers. 

One Customer issue is Mr. Smith

Mr. Smith had 3 SALES RECEIPTS that were not actually funded but showed paid in Mr. Smith's Customer Account in QBO. 

#300  $150  12/10/2021

#313  $150   1/10/2021

#340  $150   2/10/2021

The total Amount here is $450 that I didn't receive. 

1. I created an Invoice using the same Product that was on the Sales Receipt, using the Invoice number, date, etc. in the Description so I can reference it later if I need to. 

Customers don't care if it's an Invoice or Sales Receipt and they aren't my Customers anymore anyway because they didn't pay.

2. I created a Credit Memo for Customer Mr. Smith 

I used a different line for each non-paid Sales Receipt so that I would have the date of service and invoice number separated for reference later in case this was the wrong thing to do.

I used the Date of Service for the failed payment Sales Receipt.

I created and product/service item called "Bad Debt - Sales Receipts that weren't paid by customers" as the description. I used the Sales Receipt number in the description.

My thought here is that I can Then I can make a report for this product later. But who really knows? 

The total Credit Memo was for $450, which is the total of the unpaid Failed Sales Receipts for Mr. Smith. 

3. Here's a tricky part that I got stuck on and decided to just create the Invoice. I couldn't accept the Credit Memo as payment for Mr. Smith's Sales Receipts. So, I went to his account and edited his chosen form of payment (a credit card because it was a reoccurring transaction-the whole reason most of us use Sales Receitps, to begin with! I changed it to Cash. Otherwise, the system keeps wanted you to process the transaction again as the only option. 

4. I opened the Invoice, and clicked on "Receive Payment."

And ya know what? Good Ol' QB already had the Credit Memo listed as the form of payment that they wanted to automatically apply to the Invoice. 

I deleted the unpaid Sales Receipts because I was tired of looking at them glaring at me in red. 

My goal was to have a trackable item of Bad Debt. I'm terrible at this, so there's probably a much better way to account for it rather than just a Product/Service called Bad Debt. My CPA can help move that or at the least have the totals. 

Same issue as the rest of you. It makes no sense whatsoever to have it show as paid when it was never paid.  You're all wasting your time though if you think someone from Quickbooks is going to give you a good response.   There are either some poorly coded bots are the dopiest customer service reps in existence.  

The incompetence I see in QBO and their team is just baffling for a company this big.

Just checking in to say that almost 3 years later, the same issue is also happening for us. 

Thanks for joining the thread. 

Let me join in this conversation and provide you with further insights on why sales receipts are showing as PAID in QuickBooks.

As mentioned by one of my colleagues above, the system will automatically mark a sales receipt PAID once created. 

If you create a recurring sales receipt transaction and it is unsuccessfully processed in real life, QuickBooks won't be able to change its status to unpaid. 

I know how this option would help you in properly tracking your transactions in the program. Thus, I'll take note of this as a suggestion to improve your experience. You can also send feedback to our developers so they can review your request and most likely include it in future updates. Here's how:
 

1. Select the Gear icon at the top and click Feedback.
2. Enter your comments or product suggestions. Then select Next to submit feedback.
    

Your valuable feedback goes to our Product Development team to help improve your experience in QBO. You can track feature requests through the QuickBooks Online Feature Requests website.

Feel free to leave a comment below if you have any additional questions or concerns. I'm more than willing to help.

I have had this issue in the past where the box wasn't checked and it was marked as paid.

How I have resolved this is, I frequently check the undeposited funds. I go to make a deposit and if the payment is still sitting there days after it should have been deposited, I know that the recurring transaction was not set to process. I hope this helps.