We frequently receive prepayments from clients before starting their work. We record these prepayments to the clients' Projects in QBO using the Receive Payments window. At this point, there is no invoice for this work. Once the work is complete, we enter an invoice. Upon clicking Save & Send, QBO used to auto-apply the prepayment credit we entered earlier, and then send the invoice. But, this is no longer happening and hasn't for a few months.
A couple of things I should point out:
1. We use extensive use of Projects, so both the prepayment & the invoice will be applied to the appropriate Project.
2. In troubleshooting, I've found that QBO will auto-apply credits to invoices in the way I described, only if I do NOT enter it under the customer's Project. But this is not where we wish to enter this since we use Projects.
Has anyone else noticed this behaving differently than in the past?
Good day to you, D_Weavers,
Someone may have accidentally disable the Automatically apply credits feature in QuickBooks Online (QBO). That's why credits aren't applying anymore.
You'll want to enable this feature by following the steps shown below:
After that, you'll want manually apply the credits first. Moving forward, QBO will then perform this process for you.
Feel free to read through this articles: Create and apply credit memos or delayed credits in QuickBooks Online. It has detailed steps and screenshots for your guidance.
Also, you can use the Audit Log feature to know who made the changes in the system. This records all activities in your account.
Let me know if there's anything else you need. I'm always right here to help.
Thanks for coming back, D_Weavers.
When someone updates or changes something in the Account and Settings page, the Settings changed status will be reflected in the Audit Log. You can see it in the Event column and it also provides you the name of the user and the date changed.
For more details about using the Audit Log feature, check out these articles:
On the other hand, I've checked here on our end and there's no reported case about this one where the Automatically apply credits feature is not working. To better isolate if this is a browser issue or not, let's access QuickBooks Online (QBO) using a private or incognito window.
Then, check if the credit automatically applies to the next invoice you create for the same customer.
I've got a link here that provides you with articles about managing your customer transactions: https://quickbooks.intuit.com/learn-support/en-us/sales-and-customers/07?product=QuickBooks%20Online.
Keep me posted if you need a hand with creating recurring transactions or any QBO related. I'll be here to help. Have a great day ahead.
Hello there, @D_Weavers.
Thanks for following up on this thread. I want to ensure you get the support you deserve.
Since you're unable to apply credits on a Project via an incognito window, I recommend contacting our Customer Care Team. They can run a remote viewing session and help you determine what's causing the issue.
To reach them, here's how:
For more information with applying credits to Projects, you can check out this article: How to apply a vendor credit to a Project.
Feel free to follow up with me and let me know how it goes. I'm always here to help. Have a safe and productive rest of your day.
I've been told by QBO Tech Support that auto-applying credits to new invoices for Projects is not even possible. But, like I described in my original post, it has been working in the past but not recently. So, was I given incorrect information by tech support?
Hello there, D_Weavers.
Applying auto credits to an invoice in the project center is not possible.
However, if you wish to auto-apply a credit to an invoice to your customer, you can do it but not on the project center.
You just need to make sure that the Automatically apply credits feature in QuickBooks Online is turned on. You can follow the steps above given by my colleague MaryLandT to check if the auto applies credit is turned on.
Also, you can use this article if you wanted to apply for delayed credits. Just follow steps 1 and 2 at the bottom part. Create and apply delayed credit in QBO.
Please leave a comment below if you have any other questions. Take care.
Thank you for sharing your thoughts about the current content of auto-apply credits on projects in QuickBooks Online.
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