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jordan29
Level 2

Journal Entries Showing Up on Open Invoices Report

Hi everyone,

 

Since transferring our company's account from desktop to online, I've had a recurring problem where two journal entries keep popping up on our open invoices report. The transaction and customer these journals relate to was resolved before we moved our info online, and I can't seem to match them to each other - it seems like one is the payment to the other - and I can't remove the journals outright. I'm not even really sure why they are showing up on our open invoices report. 

 

Does anyone have feedback on how to match them to each other, or at least remove them so they stop popping up on our open invoices report? I've attached a screenshot of how this displays on the report. Thanks!

Solved
Best answer June 24, 2020

Best Answers
AileneA
QuickBooks Team

Journal Entries Showing Up on Open Invoices Report

Hi there, @jordan29

  

Thank you for reaching out to the Community. I am here to help you sort this out. We need to receive payment to zero out the negative in the open invoices report.  

 

I wouldn't recommend deleting them. The ideal way to handle these entries is to apply them as payment on the correct invoices. Here's how you can do that:

 

  1. Click the New. 
  2. Select Receive Payment
  3. Under Receive Payment, tap the Customer
  4. From the Outstanding Transactions, hit the invoice. 
  5. Below Credits, choose the journal entry to be applied as a credit. (Note: The Credits section only appears if there is an unapplied customer credit. Make sure to record the journal entry correctly.) 
  6. Press Save and close

 

JE.PNG

 JE1.PNG

 

I found a link here that provides you with article about managing journal entries: Add, edit, and work with journal entries

 

Please let me know if there's anything else you need, I want to make sure you're taken care of. Thanks for reaching out, wishing you and your business continued success.

View solution in original post

11 Comments
AileneA
QuickBooks Team

Journal Entries Showing Up on Open Invoices Report

Hi there, @jordan29

  

Thank you for reaching out to the Community. I am here to help you sort this out. We need to receive payment to zero out the negative in the open invoices report.  

 

I wouldn't recommend deleting them. The ideal way to handle these entries is to apply them as payment on the correct invoices. Here's how you can do that:

 

  1. Click the New. 
  2. Select Receive Payment
  3. Under Receive Payment, tap the Customer
  4. From the Outstanding Transactions, hit the invoice. 
  5. Below Credits, choose the journal entry to be applied as a credit. (Note: The Credits section only appears if there is an unapplied customer credit. Make sure to record the journal entry correctly.) 
  6. Press Save and close

 

JE.PNG

 JE1.PNG

 

I found a link here that provides you with article about managing journal entries: Add, edit, and work with journal entries

 

Please let me know if there's anything else you need, I want to make sure you're taken care of. Thanks for reaching out, wishing you and your business continued success.

View solution in original post

jordan29
Level 2

Journal Entries Showing Up on Open Invoices Report

Hi AileneA, I was able to correctly match one of the other journal entries, but not the other (journal #4 in this instance). I'm not exactly sure how to go about matching that. Thank you!
KlentB
QuickBooks Team

Journal Entries Showing Up on Open Invoices Report

You've done a great job in matching the first journal entry, jordan29.

 

I'm here to share some tips in handling the second transaction.

 

When performing the Receive payment function, we'll have to select both journal entries in the Outstanding Transactions and Credits section. This way, we'll be able to zero out the amount and get rid of them in your Open Invoice report. 

 

Here's how to do it:

 

  1. Click the Magnifying glass icon.
  2. Locate and open payment in the Recent Transactions section.
  3. Select the appropriate journal entries in the Outstanding Transactions and Credits section.
  4. Click Save and close

Take a look at my screenshot below:

journalentry.PNG

 

In case you'll need to track all the invoices that are due on a particular date range, we can customize the Transaction Detail By Account report.

 

If there's anything else that I can help you with, please don't hesitate to insert a comment below. Stay safe and have a great rest of the day.

Bassgurl7592
Level 1

Journal Entries Showing Up on Open Invoices Report

I also need to find out how to make this go away on my Open Invoices window.

Screen Shot 2021-01-28 at 5.01.10 PM.png

Pabz_L
QuickBooks Team

Journal Entries Showing Up on Open Invoices Report

Hello there, @Bassgurl7592

 

If you have open invoices, the ideal way to handle these entries is to enter the payment in QuickBooks. Recording invoices is part of the Accounts Receivable workflow.

 

Here’s how:

 

  1. From the QuickBooks Home page or the Customers menu, select Receive Payment.
  2. In the Received From the drop-down, select the customer's name.
  3. Enter the Amount received and make sure the date is correct. Then, choose the payment method.
  4. Select the invoice or invoices you'd like to pay.
  5. To add a discount or credit, select Discounts, and Credits.
  6. Once done, click Save & Close.

 

You can also check out this article to resolve common issues when applying a payment: Apply payment to invoice.

 

If you have follow-up questions, feel free to leave a message in the comment below. I'll be happier to help. Keep safe, and have a good day.

Bassgurl7592
Level 1

Journal Entries Showing Up on Open Invoices Report

Hi, thanks for your response. As you can see in the attachment I sent, the payment was applied, hence the 0.00 Total. I'm asking how do I get those transactions off that Open Invoices window?

CharleneMae_F
QuickBooks Team

Journal Entries Showing Up on Open Invoices Report

I'm here to share some details about the zero balance in your Open Invoice report, Bassgurl7592.

 

Negative balance represents overpayments or credits that are greater than the outstanding invoices. To remove the transaction, I recommend double-clicking the total to see what is unapplied against each other.

 

Then, here's how to apply the credits:

 

  1. Choose the Customers menu.
  2. Select Receive Payments then leave payment amount 0.
  3. From the bottom right of the payment window, you’ll see the amount of the credit.
  4. included in the Existing Credits field.
  5. Select the Apply Existing Credits check box.
  6. Receive payment.

Please note that an invoice and a payment must have the same A/R account and the same Job under the Customer.

 

To learn more on how to resolve common issues about payments on an invoice, I suggest checking this article: Invoice Payment.

 

Additionally, I've added an article record transaction, so QuickBooks matches your real-life bank deposits: Make Bank Deposits in QuickBooks Desktop.

 

I'm just a few clicks away if you have any other concerns. Feel free to tag my name in your comments and posts.

JThorne2
Level 1

Journal Entries Showing Up on Open Invoices Report

Hello, We have a similar problem in QB Desktop Pro.  We have several journal entries showing up in our customer open invoice report.  These are for bad debts or write off of customer account balances for whatever reason.  The entries zero out the balance but they continue to appear as unapplied entries in the open invoice report.  I've tried the apply payments as suggested but the entries do not appear in that option as credits.  I've attached a  screen shot showing a couple of the entries we are dealing with.  There must be a way to apply these offsetting entries against each other so that they do not appear anymore in the open invoice reports.

Thank you for your help. Joe T.

ChristieAnn
QuickBooks Team

Journal Entries Showing Up on Open Invoices Report

Hi there, JThorne2.

 

Welcome to QuickBooks Community, JThorne2. I appreciate you for providing detailed information on what you've done to fix the issue offsetting entries.

 

Since there are already journal entries showing up in the open invoice report, you'll have to go to the Receive payment page. From there, you'll have the option to apply the JE to the invoice so this will totally zero out the amount and get rid of them in your Open Invoice report. However, if you already applied for payments as suggested and entries don't appear in that option as credits, I recommend running the Verify and Rebuild Data Utilities to get this sorted out. The Verify Data utility identifies any potential data damage issues that might've caused the unusual behavior in the system. While Rebuild Data utility repairs damaged data in your company file. Before this process begins, please secure a backup copy of your company file.

 

To Verify data:

 

  1. Go to the File menu.
  2. Scroll down to Utilities.
  3. Select Verify Data.
  4. Click OK.
  5.  

To Rebuild Data:

 

  1. Go back to the File menu.
  2. Choose Utilities.
  3. Select Rebuild Data.
  4. Click on OK when you get the message Rebuild has completed.

 

For additional information about the process, you can check out this article: Verify and Rebuild Data in QuickBooks Desktop.

 

 

Once done, you can go back to the Recieve Payments section and apply the journal entry to outstanding invoices. By doing so, the balance on the customer profile will be reduced and they do not appear anymore in the open invoice reports. Please note to make sure that there are no payments applied to the entry. Then, you can check the credits to confirm if you can now able to see the transaction. Please follow the steps below.

 

  1. Open an invoice from the customer transaction list.
  2. Click Receive Payments.
  3. Journal entries will appear in the Discount and Credits window.
  4. Mark the credit you want to apply and click Done.
  5. On the Receive Payments window, click Save & Close.
  6. Click Save & Close again to exit the Create Invoices window.

 

After that, you can go back and check the report to verify if those transactions still show in the open invoice reports.

 

Please refer to this article to see some possible reasons and recommended solutions to help you resolve the issue once the Accounts Receivable (A/R) balance on your COA different from the AR balance on your AR reports: AR balance on the Chart of Accounts does not match AR balance on reports.

 

If you need further assistance, just drop a message in the comment section. I'll be happier to help. Have a nice day!

JThorne2
Level 1

Journal Entries Showing Up on Open Invoices Report

HI ChristieAnn,

 

Thank you for your reply.  I was able to correct almost all of the entries using the apply payment instructions you sent.  These 5 entries I was unable to use the apply payment on.  The applied payment option was grayed out.  On 4 of the 5 entries the amount shows as an unused credit in the Receive Payment window.  Any ideas how to correct these?

 

Thank you.

Joe

Candice C
QuickBooks Team

Journal Entries Showing Up on Open Invoices Report

Hey there, @JThorne2

 

Thanks for reaching back out and giving us some insight into the open invoices report. I've got you covered. 

 

With the transaction types that are listed, you're not going to be able to connect these. Journal entries are only able to connect with invoices or bills, not other journal entries and payments. 

 

However, I suggest consulting with your accountant to see how to clear these transactions. They'll be able to give you the best accounting advice for your business. If you don't an accountant, no worries. Cruise on over to this link to find one near you. 

 

After speaking with your accountant, please let me know what information you gathered. This allows us to ensure that you're getting back on track. If you have any other questions, feel free to ask. Have a great day! 

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