Customer Payments not being recorded

Missi63 · ‎June 11, 2021

I don't know if I'm doing something wrong or if I made a horrible mistake opting to use Quickbooks Online for my camp this summer. My desktop version never gave me this issue so here goes - maybe someone here can help me.

I invoice my customer. They pay a portion of their payment via PayPal. It shows that they've paid but their invoice does not reflect that they paid. So in effect, it still shows an open balance. I've succeeded in completely messing up my books by adding their payment manually to their invoice and then showing a double deposit in my Banking feed. On the plus side it looks like I've done an incredible amount of business this summer. On the downside, it's all fake news due to the double deposits.

I'll attach a screenshot. I'm asking that if anyone from the Quickbooks team sees this issue - please please read what my problem is so that it can be answered correctly. It seems that I can never get an answer to what I'm asking, I get generic verbiage that has nothing to do with my question. So please read the issue before answering. Thank you!

RCV · ‎June 11, 2021

Thanks for coming back, Missi63.

We can undo, and find match the downloaded bank transactions. First, here's how to undo them:

Click Banking, then go to the Banking tab.
Go to the Review tab.
Select the transactions you'll want to undo, then click Undo.

Then, match it to the invoice so it's applied as a partial payment. Let me show you how:

On the Banking page, click on the downloaded PayPal transaction.
Select Find match.
On the next page, select the invoice to be paid.
Click Save. The Payment will be applied as a partial payment.

See the assign, categorize, edit, and add your downloaded banking transactions for more details about this one. We can also create bank rules that automatically categorize transactions for you. If you can't find match the payment, just exclude it so that it will not create a duplicate entry in the register. Here's how:

Go to the For Review tab.
Select the transactions you'll want to exclude.
Click Batch actions, then select Exclude Selected.

Feel free to visit our Banking page for more insights about managing your bank feeds and reconciling accounts.

I'd like to know how you get on after trying the steps, as I want to ensure this is resolved for you. Just reply to this post and I'll get back to you. Have a great day ahead.

View solution in original post

Missi63 · ‎June 11, 2021

For some reason my screenshot didn't upload. I'm attaching it here.

JessT · ‎June 11, 2021

Hi Missi63,

It would really be challenging if the payments are not reflected. You may need to change something in the settings.

By the way, I used the word “may” because we no longer offer a service that allows users to accept invoice payments via PayPal in the QBO US version. Therefore, I think you're using a third-party app because I've seen some that offer it. However, please know that we have no control over how apps reflect payment on your invoices. I suggest contacting their support team to get insights about this.

If you're not using an app and just directly accepting payments via PayPal and then connecting it to Banking to download transactions, then the payment isn't automatically reflected. You still need to match it to the invoice so it's applied as a partial payment.

On the Banking page, click on the downloaded PayPal transaction.
Select Find match.
On the next page, select the invoice to be paid.
Click Save. The Payment will be applied as a partial payment.

Please know that I'm just right here if you have other questions about your transactions. Take care and more power to your business!

Missi63 · ‎June 11, 2021

I'm not using a third party app, I'm using the online quickbooks on my mac computer. So what if I "added" the customer in order to put their name on the transaction because it wasn't listed in the "match" section? Now I have to delete it and I'm not sure how to do that. If I delete everything, will I be able to start over?

RCV · ‎June 11, 2021

Thanks for coming back, Missi63.

We can undo, and find match the downloaded bank transactions. First, here's how to undo them:

Click Banking, then go to the Banking tab.
Go to the Review tab.
Select the transactions you'll want to undo, then click Undo.

Then, match it to the invoice so it's applied as a partial payment. Let me show you how:

On the Banking page, click on the downloaded PayPal transaction.
Select Find match.
On the next page, select the invoice to be paid.
Click Save. The Payment will be applied as a partial payment.

See the assign, categorize, edit, and add your downloaded banking transactions for more details about this one. We can also create bank rules that automatically categorize transactions for you. If you can't find match the payment, just exclude it so that it will not create a duplicate entry in the register. Here's how:

Go to the For Review tab.
Select the transactions you'll want to exclude.
Click Batch actions, then select Exclude Selected.

Feel free to visit our Banking page for more insights about managing your bank feeds and reconciling accounts.

I'd like to know how you get on after trying the steps, as I want to ensure this is resolved for you. Just reply to this post and I'll get back to you. Have a great day ahead.

Missi63 · ‎June 12, 2021

Finally!! An answer that seems to work! Thank you! Although I'm not sure what to do with all the items I excluded but the invoices are accurate so I guess that's all that matters. I'm sure my accountant will be pulling his hair out when he sees what I've done lol.

So thank you for finally helping me to figure out what I was doing wrong!!

Topics

Training

Community

Resources

Customer Payments not being recorded