Invoices getting linked to old payments by "indirect edit by the system"

I'll add some information about this, Michael. 

Indirect edits happen when you modify a transaction that affects other transactions or when someone changes a transaction that was already on your books. In short, it is reported as an indirect edit by the users who initiate the changes like System Administration. QuickBooks automatically creates specific user profiles to track certain actions in the audit log. You may see a user you don't recognize, it's most likely one of these:

• Online Banking Administration: Shows a change related to your connected bank accounts made automatically by QuickBooks Online.
• Support Representative: Shows changes made by a QuickBooks Online support consultant.
• System Administration: Shows changes made automatically by QuickBooks Online. This can happen for a number of reasons, such as:
  • You change a record, and the change affects another record. For example, if you edit a payment and link it to a different invoice, you may see a System Administration event for a change to the original invoice.
  • You connect a third-party app to QuickBooks. When the third-party app sends data to QuickBooks, or when it makes a change to your existing data, this appears as a System Administration event.
  • You create a recurring transaction, such as a recurring expense. When QuickBooks automatically adds an instance of the transaction to your books, a System Administration event appears in the audit log.
  • You set up other events to happen automatically, even when you’re not signed in. For example, a System Administration event may appear when there's an update to your bank feeds.
• Import Administration: This shows an automatic change related to the conversion of your data from the QuickBooks Desktop edition.

Moreover, learn how QuickBooks downloads the latest transactions and suggest categories for these based on how you and other customers categorize similar transactions. I've got added this article for more details: Categorize Online Bank Transactions In QuickBooks Online.

Reach out to us if there's anything else that you need about changes to your transactions. The Community is always here to assist you 24/7.

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I just spent over an hour on the phone w/ support. I learned that there are AUTOMATION SETTINGS that are causing this to happen. 

Soooo .... 

Go Click on the GEAR in the upper right hand corner.

Scroll down the left to ADVANCED

Scroll to AUTOMATION

TURN OFF Automatically apply credits 

Click DONE

Now ... you will need to go back to the invoice in question, click the payment, click on the DEPOSIT for that payment and delete the deposit. 

You should be able to then delete the incorrect payment

Then you should be able to apply the correct payment. 

I've been fighting with this for months on end. The "pat response" listed above is information only. It is NOT the fix for this. 

The Support person I worked with didn't believe me when I showed her what was happening at first, she had to get someone else to give her guidance. She completely understands the problem now and is escalating it. She said they will be reaching out to everyone that has posted a similar issue to help guide you through fixing things. ::shrug:: who knows if that will happen. 

I did tell her that I am confident this change happened when they did a system update last year. I've been plugging along trying to fix it myself but this last one would not allow me to revert it no matter what I did. 

Hope this helps. 

I recently ran into this and reached out to support who could/would not help me fix the issue.  Instead seemed determined to get me to upgrade my service to include accounting support.  It is quite frustrating that this happened and I cannot get someone from support to help me fix it.  I find it fascinating that I should come to this support group and get more information than what I received from calling support. It would be great if I could get someone to respond to me with some help.

This isn't the kind of service we'd like you to experience when connecting with our customer support, @LittleBear. I'd also feel the same if I can't get the help that I need.

Let me jump in and provide more info about the "indirect edit" issue. Once you see this in the Audit log, this means that someone changes a transaction that was already on your books, for instance, if someone edits a completed reconciliation.

Another scenario is when a third-party app sends data to QuickBooks or alters your existing data, which appears as a System Administration event.

I know that you've already reached out to our QuickBooks, however, I'd still suggest getting in touch with them again. This way, they can review your previous case and provide you with additional help to rectify the issue.

Here's how to connect with them:

1. Click Help (?).
2. Select Contact Us and choose a way to connect with us:
   • Start a chat with a support expert.
   • Get a callback from the next available expert.

In addition, there are several custom reports you can run in QuickBooks to help you in reviewing your financial records. To know more about this, check out this resource: Common custom reports in QuickBooks Online.

Just add a reply to the thread if you have any follow-up questions about the indirect edit by the system message. I'll be here to help.

thank you sooo much for sharing, we have been battling this issue for months and months! it has made an absolute mess of our accounts