We recently synced our POS system to Quick Books. The problem I am running into, is when I have an open invoice and it is paid by a credit card, how can I clear the invoice, when the amount to deposit is in and waiting to record in to record deposit?
When I go to receive payment to pay the invoice it will deposit twice.
It's great to have you here in the Community, @ndrea6.
I can help you avoid getting duplicate records in applying the deposits to your open invoice. Let's get started!
Once POS and QuickBooks are sync your customer's balance and transactions will show up on both software. If you made the payments in POS it would automatically be posted on the customer's account and should affect the balanced of the customer.
On the other hand, if you have an open invoice for a specific customer and you want to record payments for it, you'll receive a prompt that will tell you to record the payments in the Receive Payments window. Here's how:
Go to Customer.
Select Receive Payments.
Choose the name of the specific customer. (If the customer has open invoices in the system, it will automatically display once you select his or her name.)
Put a check mark on the invoice you want to pay.
Click on Save and Close.
While if the payments is already on your Record Deposit page, you're already on the right track. Just proceed and complete the recording process.
In your Home Page, click the Record Deposit icon.
Select the payments you want to apply from the Payments to Deposit window.
Choose the Deposit To account.
Enter the Date and Memo.
Click Save and Close.
Once deposited, the payments will be recorded under Undeposited Funds. Here's how to pay your open invoice:
Go to Customer.
Choose Customer Center.
Look for the customer in question.
Click on the invoice you want to clear.
In the Open Invoice page, click on Receive Payments button.
Follow the Receive Payments steps above.
If you have an open invoice already and you just receive the payments, I'd recommend to use the Received Payments window so as to avoid getting duplicates in recording the payments.
If you need additional help with the steps, I’d recommend reaching out to our Customer Care Team. A specialist would be able to further assist you in applying your invoice payments via secured remote access session.