Invoice item changed errors

Hi there, MAPaceanj.

Welcome to the QuickBooks Community. I'll share details and troubleshooting steps to ensure that your customer's balance appears accurate.

The description you're referring to may be the invoice's item. If so, you'll normally see the invoice payment as a customer credit if you're changing a new item on a paid entry. To isolate this, you'll have to open the paid invoice and re-enter the amount. Then, make sure to match the payment you received. This way, the customer balance will show as O. Then, no available credits will appear in the customer's record.

Here's how:

1. Go to the Customers menu at the top. Then, Customer Center.
2. Find the customer's name.
3. Double click the Invoice to expand/open the page.
4. You'll see that the amount shows 0. Then, enter the amount paid.
5. Hit Save and Close. Then, the Apply Credits window appears.
6. Make sure to checkmark the available credit.
7. Click the Done button.

Please refer to this article to view steps on how you can customize email templates and use them to send messages from QuickBooks: Create custom email templates in QuickBooks Desktop.

Please let me know how it goes or if you have any other questions or concerns. I want to make sure everything is taken care of for you. I'll be here to help. Have a wonderful day!

Thank you so much for taking the time to answer my question.  Before I do this, by changing the amount on the invoice to the paid amount will I be creating a new account receivable/sale?  I am not able to change any values in 2020 (when the invoice was created) due to auditor constraints.  

Hello there, MAPaceanj.

There's no need for you to create other Accounts Receivable accounts when you change an item on an Invoice. The system will still use the default A/R account for your invoices. If you're unable to edit the amount, it's possible that you have limited access to the Customer Center. You'll want to ask for access from your admin so you'll have the option to modify them. Once granted, you can change the amount as shared by my colleague ChristieAnn. 

Feel free to use these articles to help you manage your customer transactions: 

• Get started with customer transaction workflows in QuickBooks Desktop
• Close your books in QuickBooks Desktop

Keep me posted if you have other questions and how changing the amount back works. Take care and have a good one!