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Level 2

Multiple payment to pay a single vendor's invoice

Hi everybody. I agreed with one of my vendor to pay his invoice in multiple transactions by 180 days. I registered the invoice (dated 12/31/18) and then made the first payment the 24th of January, already downloaded into Quickbooks by my bank account. How can I match this payment and the following with the invoice?

Thank you so much in advance for your answer.

 

A

17 Comments
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Anonymous
Not applicable

Multiple payment to pay a single vendor's invoice

Great to have you today, @Alwaysgoods,

 

I can help you record your customer payments in QuickBooks Online and match them with your online banking transactions.

 

There are a few steps we need to do to get you all set. Follow the steps below:

 

Step 1: Create a Bank Deposit for the partial payment received from the customer.

  1. Click the QuickBooks Plus (+) icon.
  2. Choose Bank Deposit.
  3. In the Add funds to this deposit section, add a new line item for the customer payment.
  4. In the Received From column, enter the customer name.
  5. In the Account column, enter Accounts Receivable.
  6. In the Amount field, enter the amount that was cleared in the bank. This way you can match the deposit to your downloaded banking transactions.
  7. Click Save and close.

Step 2: Receive the payment.

  1. Open the invoice, click the Receive Payment button.
  2. Select the correct invoice from the Outstanding Transactions section.
  3. From the Credits section, click the deposit you have created earlier.
  4. In the Deposit to field, enter the account you want to use.
  5. Click Save and close.

Now that the partial payment is already applied to the invoice, you can now match the deposit to your bank transactions. You can check out this helpful article to know more about the process: Add and match downloaded banking transactions

 

Please update me if you need further assistance so I can get back to you immediately. Thanks for your time today. Have a great day!

Highlighted
Level 4

Multiple payment to pay a single vendor's invoice

Hello @Alwaysgoods,

 

  In case your customers pay you through Stripe or PayPal, you can use sync apps, so that all the income and fees will be recorded to your QuickBooks automatically and you will be good to go for reconciliation. 

  Business Payments app will apply multiple payments to the opened invoice in your QuickBooks with no issues, this app looks at the customer open balance.

 

Polina 

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Level 2

Multiple payment to pay a single vendor's invoice

Hi Jen_D, thank you so much for your quick and kind answer. Unfortunately it's not help with my question. I'm the customer, so I will pay my supplier invoice in few different payment. The procedure you mentioned, didn't solve my question. I hope now my question is more clear.

Thanks again

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Level 2

Multiple payment to pay a single vendor's invoice

Hello @Polina - CloudBusiness LLC. thanks a lot for your answer.

I'm the customer in my case, so it's me that have to pay my supplier, not the opposite.

Thanks anyway for your answer.

 

Andrea

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QuickBooks Team

Multiple payment to pay a single vendor's invoice

Thank you for getting back to us, Andrea!

 

I'm happy to know that this has already addressed. Thanks for @Polina - CloudBusiness LLC in providing a wonderful answer.

 

To pay your supplier, we'll need to create a check whose affected account is Accounts Payable (A/P). This will create a credit to your supplier profile that you can use to pay your bills. Let me show you how:

 

  1. Click the Plus (+) icon, then select Check.
  2. In the Payee field, select the appropriate vendor name.
  3. Under the Category column, enter Accounts Payable (A/P).
  4. Enter the amount and click Save and close.

Now, when you have your bill, here's how you can apply the check as bill payment:

 

  1. Click the Plus (+) icon, then select Bill.
  2. Choose a vendor name and enter the bill details.
  3. Click Save.
  4. In the Bill window, click the Make payment button.
  5. In the Bill Payment window, outstanding bills and credits are displayed.
  6. Select the bill you want to pay and the credits you want to apply.
  7. Click Save and close.

Please feel free to post again here in the Community or leave a comment on this thread should you have any other questions. Cheers!

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Level 2

Multiple payment to pay a single vendor's invoice

Hi @Mark_R . Thanks a lot for your outstanding answer, really clear and helpful.

Unfortunately I don't have the "Bill" future in my Quickbook profile, so I can't use your solution.

Anyway, I really appreciate your help.

Thank you!

 

Andrea

Highlighted
QuickBooks Team

Multiple payment to pay a single vendor's invoice

Thanks for getting back to me, Andrea!

 

I'm glad that I was able to answer your question.

 

If you're using the Simple Start version of QuickBooks, you'll need to upgrade it to either Essentials of Plus first. This way, you can create bills and manage your vendor transactions.

 

Here's how to upgrade your QuickBooks version:

 

  1. Click the Gear icon, then select Account and Settings.
  2. From the QuickBooks section, click Upgrade.
  3. Select the product you want.
  4. If prompted, enter the payment information.
  5. Confirm the upgrade and new billing rate, then click Confirm Upgrade.

Here's an article you may read on for your reference: How Do I Upgrade my QuickBooks Online Subscription?

 

If you have additional questions or concerns, please post again here in the Community or leave a comment below. Have a great day ahead!

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Level 2

Multiple payment to pay a single vendor's invoice

Thank you for your reply. Honestly, for just one invoice per year, it's not gonna worth the additional 15$ a month I should pay to upgrade. I will do it in another way.

Anyway, thank you so much for your help!

 

A

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QuickBooks Team

Multiple payment to pay a single vendor's invoice

Hey there, @Alwaysgoods.

 

I’m glad my colleague was able to help you resolve your concern.

 

Also, we are working hard everyday to give you the best resolution to your concerns. I appreciate you for sharing with us your experience with our product.

 

Don’t hesitate to get back to us if you have any other concerns. We’ll be here to help you.

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Level 2

Multiple payment to pay a single vendor's invoice

Hi @Alessandra_B ,they didn't find a solution. Apparently the only way is to upgrade my profile to a higher level. Honestly for one invoice a year, it not worth. So I will follow another reccomendation I received from your customer service. 

Thank you anyway!

Highlighted
QuickBooks Team

Multiple payment to pay a single vendor's invoice

Thanks for getting back to us, Alwaysgoods.

 

Finding new ways to adapt to our customers’ needs is how QuickBooks gets even better. You may want to submit a feedback directly to our Product Development Team with regards to the service price of QuickBooks Online. 

 

Here's how you can send a feedback: 

  1. Click the Gear Icon.
  2. Select Feedback
  3. Click Next and choose Feedback under Category option.
  4. Select Save

Please know that you're always welcome to post if you have any other questions. The Community team will always here to help. 

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Level 1

Multiple payment to pay a single vendor's invoice

Hi! I’m trying to do this, however when I click on receive payment I can’t see the credit section and now it appears as if I received double the payment

Highlighted
Moderator

Multiple payment to pay a single vendor's invoice

Hi @kattyshandcrafts,

 

Thanks for writing!  I want to make sure I understand your question since you posted in a thread about paying vendors.  Are you trying to make a bill payment to a vendor, or are you trying to take a payment from a customer?

 

Let me know!

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Level 1

Multiple payment to pay a single vendor's invoice

I think she wants the same answer I do. One invoice, two payments--one payment before the vendor will start the order and balance due upon completion. How do you tie the two payments to the one invoice?

 

Connie

Highlighted
Moderator

Multiple payment to pay a single vendor's invoice

We can record the advance payment as an Expense transaction, connie61.

 

This helps you track the advance payment you've made to your vendor. Then once you're ready to pay the balance, we'll have to link it to the Expense you've created.

 

Here's how to track the advance payment:

 

  1. From the + New button, select either Check or Expense.
  2. Enter your vendor's name.
  3. Go to the Category details section.
  4. Under CATEGORY, select an Accounts Payable account.
  5. Enter your first payment under the AMOUNT field.

 

Afterward, when you receive the bill, the system will automatically deduct your advance payment to the Bill. 

 

Then, when you're ready to pay the balance, you'll have to link the Bill you've received and the Credits you've made. I'll show you how:

 

  1. In the Bill page, click Make payment.
  2. Select your Outstanding Transaction.
  3. Under Credits, tick the expense you've created.
  4. Click Save and close.

 

You can also browse this article for more information: Enter a credit from a vendor.

 

There you have it, Connie. I'm just around if you still need my help. Stay safe!

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Level 1

Multiple payment to pay a single vendor's invoice

Helps somewhat. Am in the bill payment section now. I am entering an invoice with multiple products in several lines into inventory. If I split the payment do I have to enter the whole invoice everytime to match the payment? If there are 3 payments for an single invoice then what? Enter invoice completely 3 times? 

Highlighted
QuickBooks Team

Multiple payment to pay a single vendor's invoice

Thanks for your response, @pinkpetunia.

 

Some customers have found it helpful to enter in multiple payments through a Check or Expense, then follow my steps my colleague @Adrian_A has made to complete this process through the Bill page. This is so you can properly add and match the payments to the Bill and reconcile with ease. 

 

You can follow this thread as another solution on how to match multiple payments to a single Bill in QuickBooks Online.

 

For the best solution, I recommend reaching out to your accountant for the best accounting advice. They know how your books are organized and they have tools that can help with the process for matching transactions and reconciling.

 

If you need further assistance, please don't hesitate and reach back out to me! I've got your back. Take care.

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