Applying one payment to multiple customers & jobs

Hello there, Jw11.

You're unable to merge 2 customers to one parent account (customer). You can only merge 2 customers to each other and all transactions will transfer to the customer you will retain. 

I have a suggestion so you apply one payment to multiple customers. You can use our bank feeds feature. Once you set it up, you can match/apply the downloaded transaction (payment) to multiple invoices. Here's how:

1. Click Banking.
2. Go to Bank Feeds, then choose Bank Feeds Center.
3. Choose the bank account, then click Transaction List.
4. Choose the payment.
5. Click the Select drop-down arrow, then choose Add More Details. 
6. Choose the payments in the Undeposited Funds tab, or choose the invoices in the Open Invoices tab.
7. Click Add to QuickBooks.

I've got you an article for more information: Add and match Bank Feed transactions.

Let us know if you have more questions. We'd be happy to answer them. 

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@jw11 wrote:

I have two customers set up with multiple jobs under each.  The parent company (not set up as a customer) is now making one payment for both customers & jobs.  How do I apply this payment to multiple customers & jobs?  Is it best to merge the customers?  If I set up the parent company as a new customer and merge the two existing customers into the new customer do I lose any prior year transactions?  After the merge will I see the existing jobs under the new customer?  

 

Thanks for the help

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QB does not care who makes the payment

Use receive payments, select the customer, select the invoices being paid and enter the amount paid for that invoice.  Do it again for a new customer if needed

the total in undeposited funds should equal the amount received

use make deposits to move the total to the bank account

download banking if you use it and match

the work flow is and has been, make entries, download banking, match

That's the entire problem!  I receive a payment from a parent company sometimes for 30 to 50 different invoices.  I have to go for each invoice, receive a payment, then put in the check number and send a receipt. So painful! It shouldn't have to be this way.  Just give me a way to enter a payment, put in the check number and select from open invoices.  Instead I have to repeat the process for all the invoices, painful.

Anyone have a more efficient way to do this?

Good day, alcohol123!

There's a better to record a payment against multiple invoices in QuickBooks Desktop instead of going for each invoice. Let me show you how!

1. Go to the Customers menu and select Received Payments.
2. Select the payor on the Received From drop-down.
3. Check all the open invoices and enter the required details.
4. Hit Save & Close.

This is how it looks like:

I've added this article for more details about receiving and process payments in QuickBooks Desktop.

Please comment again if you have more questions. Have a great day!

I am on Quickbooks Online and the interface is similar as you describe, but that is not solving the issue I described.  I have a multiple customer locations, restaurants. Each location is created and invoiced as a different customer.  I have a parent customer setup for these, but as I said, I invoice for each location.  The payment comes at once for multiple locations (customers).  If I select the parent customer it does show all the invoices for the locations in the transaction list, that is great.   When I select to receive a payment it goes to a screen where the parent customer is selected, however, no invoices are shown because the invoices are per location.  It would be great if it would show the open invoices on that page, but it does not.  Thanks again, would be a great improvement.

Thanks for getting back to us and for clarifying the product you're using, alcohol123.

Let me share some additional about receiving payments on the invoices per location in QuickBooks Online.

What you've figured out is correct that QuickBooks recognize to generate transactions created per customer. When applying for payments, the system only shows transactions associated with a particular customer (parent customer). We still have to select the parent customer or their name to show all the open invoices even we've created invoices per location. 

I can see how relevant and important this option for your business to easily deal with this situation. For now, I would suggest checking our blog website so you'll be updated with the latest features and review if showing the open invoices per location will be included in the next product release.

Please don't hesitate to post again if you have other concerns about QuickBooks Online. I hope you're having a great day. Take care and stay safe.

I am having similar issues.

We use projects and create parent companies.  So when we have a parent company call with a job, we create a project for that specific location.  When we invoice out, we invoice under each project.  Problem is when the parent company pays, they send us authorization to process a single credit card transaction for multiple invoices.  I can not accept a credit card payment for more than one invoice at a time.  It should be set up so that, under a parent account, multiple invoices should be able to be processed in one transaction.  

I've yet to figure it out.

Hi there, @ Rebekah1972.

Setting up the parent company to funnel all the credit card payments is unavailable. All of the invoices will be sent to different sub-companies under the parent company.

You can do a Customer and job then job to sub customer. You can follow the steps on how.

1. Go to the Customer Center.
2. Check how every name handles then click, and drag a customer’s name down.
3. On the Parent indent it to the right.

Once done, the payment can be received at the customer level. Then you can get a new column on the page. This way, you can apply all open invoices for all the jobs for that specific customer.

Just in case, I'll add this article for future reference: About bank or credit card subaccount setup.

Please let me know if you need further assistance. I'm always around to help. Have a good one.

I bought and used an APP called Transaction Pro, installed the program/app and in the Target in program properties I typed "C:\Program Files (x86)\Transaction Pro\Transaction Pro.exe" /RECPAY3.

When I setup the excel worksheet, I when I applied a check payment from the customers for instance and I used the same check number but added ".001" to the check. For Example if check # 1108 paid four invoices from  four different customers I would show on the  Excel Worksheet Ck # 1108.001 on the first Line (row), Ck # 1108.002, on the second row, etc. I then imported the Excel worksheet (csv) into Quick Books. For example the columns looked like this: 

I found a better way to do this, for me.

Deposit the check and wait for it to come into Quickbooks.

Then it allows me to select all the invoices that the payment is for.

Unfortunately this will not send out a receipt email for the invoices but at least I don't have to go through each invoice and receive a payment per invoice.

This "kind of" solves the problem because sending a receipt is not a necessity.

I have the same situation and have figured out how to process the credit card payment.

Go to the parent company, click the down arrow on New Transaction and click on payment. It will bring up all open invoices for the company. I then clicked the invoices for each project that needed paid and processed the payment. I do hope this helps you as well.

Thanks, this doesn't work for me. Are you on QB Online?

When I enter a payment the way you describe I get the payment screen without any of the sub account invoices.

I appreciate you for following the steps above, @alcohol123.

The steps shared above is for QuickBooks Desktop. If you're using QuickBooks Online, you can receive the payment by following the steps below.

1. Click the +New icon, then choose Receive Payment.
2. Select the customer's name, then select an invoice.
3. Click Save and send.

However, if you're using Merchant Service with us the transaction will automatically mark as paid. In this way, I'd suggest contacting our Merchant Support Team. They can check your account securely and provide other troubleshooting steps to get this resolved. You can see their contact information through this link: Contact Payments Support. 

I'm adding these articles that will guide in setting up a credit card subaccount and more details about card fees:

•  About bank or credit card subaccount setup
• Everything You Ever Wanted to Know About Credit Card Fees
• Accepting credit card payments: The Basics

Please let me know if you have any other questions or concerns in the comment section below. I'm more than willing to help. Have a great day!

What is the effective and fastest way to apply deposits from bank feed transactions if I don't have a quickbook Invoice supporting the Check Amount Deposited? I lost my Quickbook Files from the last 3 years and I am just trying to input Year 2020, I have setup Rules for the Downloaded Banking Transactions and know I am trying to find the streamline way of balancing those Transactions out.

Any Information is GREATLY APPRECIATED!

TIA

I appreciate you for joining this conversation, TIA. I'm here to help.

In QuickBooks Desktop, there are three Bank modes available. Each of them handles bank transactions differently. You'll want to add those transactions and, make sure to categorize them so you can easily trace them. 

To learn more information on how to add bank feed transactions in QBDT, please click here.

I also recommend seeking expert advice from an accountant to ensure your books will be accurate. You can use this link to find one: https://quickbooks.intuit.com/find-an-accountant/.

I'll be right here if you have any other banking concerns.

It does not allow you to select the invoices that belong to the companies inside the parent company.

Thanks for trying to help but that's not working.

Hello, alcohol123. 

Since you've tried the steps provided by my colleagues above and still doesn't work. To isolate this case, we can perform other basic troubleshooting steps to fix the issue.    

There are some reasons why this occurs, which may cause damage data, and we can fix this by performing the Verify data and Rebuild utility tools in QuickBooks Desktop. This way, it'll return to its default order and automatically fixes minor company record data issues. Though, you need to back up your data first before performing these steps below to save your company data if file corruption happens.    

Let me show you how:    

Verify Data: 

1. Press the File menu. 
2. Choose Utilities from the drop-down option.  
3. Select Verify Data. 
4. Tap Ok to continue.   

Rebuild Data:

1. Click the File tab at the top. 
2. Select Utilities from the drop-down option. 
3. Choose Rebuild Data. 
4. Press Ok on Rebuild has completed.     

When the verify/rebuilding data finished, we can close and reopen your file to revamp it. Or restart your computer to refresh your QuickBooks data.   

However, if the issue persists after doing the steps above, I suggest contacting our QuickBooks Desktop Support Team. They can further investigate why you're getting this issue. 

Before doing so, please check out our support hours to ensure that we address your concerns on time. 

Let me know how everything goes by leaving a comment below or if there's anything else I can help you. I'm always around to help you out. Take care!

I don't even have that product.  Again thanks for the reply though.

Thanks for getting back to us, @alcohol123.

May I know what specific QuickBooks version you're using? Is it online or desktop?

If the issue persists after following the steps shared by my colleagues in this thread, I highly suggest contacting our Phone Support team. They have tools that can pull up your account in a secure environment and check the cause of this odd behavior. They can also perform other troubleshooting steps if necessary.

To reach them, please check out these links:

• For QuickBooks Desktop (QBDT).
• For QuickBooks Online (QBO).

For tips and other resources, consider visiting our website for reference: Self-help articles.

Please let me know if you have any additional questions in the comment section below. I want to make sure everything is taken care of for you. I'll be here to assist. Have a good one!

I am using QBO. The method works for me every time. Are you using Desktop or QBO?

The way we do it is to wait for the funds to be downloaded via the bank feed.

On the date of the receipt, select + Bank deposit, split the total payment between the companies. Then go into each customer and create a Receive payment and allocate the Credit Deposit (shown at bottom of screen)  against the relevant invoices. 

The only issue with this is the Deposit shows up as a "Not specified" Product/Service in a Sales by Product/Service report. Not sure why. If somebody knows would appreciate a way around that.

Hello csacs100!

The Not Specified items in the Sales by Product/Service Detail report are the line items on the transactions that don't have PRODUCT/SERVICE. Let me assist you in fixing it.

It seems that you're using QuickBooks Online. Please follow these steps on how to review it:

1. Open the Sales by Product/Service Detail report.
2. Click the invoice under the Not Specified items.

The transaction will open and from there, you'll be able to determine how you can correct them. 

If you need help in filtering the data in the reports, check this article: Customize reports in QuickBooks Online.

Need additional help? Just keep your posts coming and we'll reply as soon as we can.

Thank you for highlighting the filter option Alex.

I know what the entries are but don't understand why a bank deposit shows up in a Sales report list?  The journal entry is debit Bank, credit Debtor.

Does QBO automatically assign a bank deposit to sales? If so, can I change it?