cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Level 2

One payment paying multiple Invoices from different Customers

I receive one payment from a parent company of many different local offices for invoices I have sent to the local offices.  I know how to make this work by receiving each invoice individually as UF.  I have made this work for years.  I am looking for a faster way.  Is there a way to "batch" receive invoices?  Such as see a list of all open invoices, select the ones that I want to receive payment for, then save all of those selected as received into UF under the one payment?  The "find invoice #" and receive one invoice at a time method is just so slow and tedious.  

Thanks in advance.

Solved
Best answer January 17, 2019

Best Answers
Highlighted
Level 15

One payment paying multiple Invoices from different Customers

You explained it here: "from a parent company of many different local offices for invoices I have sent to the local offices"

 

That is called Customer and Job. Job = Subcustomer.

 

Open the Customer Center. See how every name has a little handle to the left? Click and Drag a customer name Down, under their Parent, and then Indent it to the right. That = Job. Now everything you do is Customer and Job, such as Sales.

 

The Payment can be Received at Customer Level. You get a new Column in this screen = Job. Here is where you can apply to All Open Invoices for All Jobs for that Customer Name.

 

Please see my attached image.

View solution in original post

4 Comments 4
Highlighted
Level 15

One payment paying multiple Invoices from different Customers

You explained it here: "from a parent company of many different local offices for invoices I have sent to the local offices"

 

That is called Customer and Job. Job = Subcustomer.

 

Open the Customer Center. See how every name has a little handle to the left? Click and Drag a customer name Down, under their Parent, and then Indent it to the right. That = Job. Now everything you do is Customer and Job, such as Sales.

 

The Payment can be Received at Customer Level. You get a new Column in this screen = Job. Here is where you can apply to All Open Invoices for All Jobs for that Customer Name.

 

Please see my attached image.

View solution in original post

Highlighted
Level 2

One payment paying multiple Invoices from different Customers

That is a good suggestion.  Currently, each local branch is a customer and under them, I have multiple jobs.  Each invoice has to be associated with the correct branch and the correct job associated with that branch.  I would have to make a sub-customer of a sub-customer to implement your suggestion.

 

However, this still would not make processing the deposit information any faster.  I would still have to search for each invoice number individually then receive payment of that invoice and repeat until I have received all invoices paid under the one deposit.

 

I am really looking for a way to tell QB "Here is a deposit; it covers this invoice, this invoice, this invoice, and this invoice."  Then QB receive payment accordingly, apply the deposit directly to the appropriately selected account and I move on to the next deposit.

 

 

Highlighted
Level 2

One payment paying multiple Invoices from different Customers

After I mulled over what you had suggested I realized I had never considered that I could make a sub-customer of a sub-customer.  When I gave it a try it worked beautifully.

I reorganized the existing customers into jobs of the parent company using the "Add/Edit Multiple lists entry"  added the "job of" column then just made each existing customer a job of the parent.  All of the info and the outstanding invoice information moved right over with.  Now I just receive payment from the parent company, see the entire list of open invoices, select the ones associated with the deposit and deposit it directly into the correct account.

 

Thanks for the solution.

^5

Chris

Highlighted
Level 15

One payment paying multiple Invoices from different Customers

"Each invoice has to be associated with the correct branch and the correct job associated with that branch."

 

It is a bit unusual to have one Job per One Sale.

 

"I would have to make a sub-customer of a sub-customer to implement your suggestion."

QB provides for this, up to 5 levels total. This is not my Good Suggestion, but the way to use the Provisions in the QB program tools. It's called Job Tracking.

 

"However, this still would not make processing the deposit information any faster.  I would still have to search for each invoice number individually then receive payment of that invoice and repeat until I have received all invoices paid under the one deposit."

 

 

I showed you what it looks like; that screen shows All Job invoices for the customer name that has 3 levels, even. I simply enter the amount and Checkmark what invoices this applies against. Or, the program assigns them if I set the option to Automatically Apply. Or, you can set your file to Auto-Calculate and the Payment screen allows you to Checkmark the invoices and the program Adds up the Amount entry for you.

 

"I am really looking for a way to tell QB "Here is a deposit; it covers this invoice, this invoice, this invoice, and this invoice." "

 

Yes, that is Receive Payment. I showed it.

 

"Then QB receive payment accordingly, apply the deposit"

 

Applies the Payment. Then you get to control if that is also a Direct Deposit or to be held as part of a Batched Deposit.

 

"directly to the appropriately selected account and I move on to the next deposit."

 

It isn't clear if you are asking about the Banking Center, the Feeds tools? Let's try another example:

 

I wait until I see the Deposit in the Banking Center, because I make one ACH transaction that is comprised of 40 customers' payments against the month end invoices. On the day after my settlement date, I pull in the Banking Download and here is a large ACH amount. Far right of that line is Add More Details. Then, I see the Unpaid invoices as a Tab and the UF entries as a Tab. Now I select and assign the transactions which this Deposit amount needs to be linked to, and in the example of my Invoices, the one large ACH pays off the 40 invoices. Done.

 

If a client only partially pays via EFT, I also can assign that specific amount; all through QB you see Unshaded = here is where I control amounts.

 

Please see my attachment.

Need to get in touch?

Contact us