changing a received payment amount that has been posted

You probably included the payment in a deposit. That's the usual problem preventing edit of a payment. Remove the payment from the deposit it is in, then you can edit.

Thank you for your reply!!  Actually, I received the payment for the amount of the invoice but the check was accidently shorted by $4 and it wasn't realized until after receiving the payment as paid in full.  Next step(s)??  Thank you.

Hello and welcome to the Community, @ADUser.

It would be my pleasure to help you change the amount of a received payment. Check out the steps below to get started:

Change Received Payment Amount

1. From QuickBooks Online, navigate to the Sales tab. Select the Customers section.
2. Find the customer whose payment needs changed in the list, and click on their name.
3. Click the payment you'll be changing to open it. Use the filter (funnel icon) if you need help locating it.
4. On the Receive Payment screen, find the Invoice that was paid with this transaction and change the amount in the Payment field.
5. Click Save and close.

This video gives a brief overview of the process:

The instructions here will allow you to change the Payment amount like a champ. You can also edit transactions directly from the register if you find it easier. Please be sure to let me know if there's anything else I can do for you. Thanks for reaching out, wishing you a wonderful weekend ahead.

Can I change a received payment from going into Accounts Receivable to Undeposited from the Sales - Customers column?

In an accounting preference, recording a transaction always affects 2 or more accounts, Loren62.

For invoice payments, it will decrease the Accounts Receivable of the customer. Meanwhile, it increases the Undeposited Funds account or your bank.

In QuickBooks Online, you won't be able to directly edit the received payment under Sales (Customers). You'll need to open the received payment to change the account in the Deposit to field. 

Make sure to save the changes after editing the received payment. Have a great day!

Can you use that process if the payment is part of a deposit?

Thank you

Yes, you can, @CRCInc2019.

You can use the process above share by my colleague JamesDuanT if you wish to edit the received payment that is part of the deposit.

Just ensure to use the Accounts Receivable A/R account in the account field so it can be used for closing an invoice in the future. 

You can also check this article for more details about recording deposits in QuickBooks Online (QBO): Record and make bank deposits in QuickBooks Online.

Also, in case you need to record an advanced payment from your customer. You can refer to this article that can guide you through the process: Record a retainer or deposit.

If there’s anything else I can assist you with, feel free to leave a reply. I’ll be around to answer it for you. Have a great day!

What if you receive an error when changing deposit accounts? I am trying to change the payment to be deposited into the checking instead of undeposited funds. Some payments let me and others give me an error about changing the deposit

Hi @Bceltic88,

I'd appreciate it if you could provide additional information on this issue, such as the error message itself. 

One situation you can bump into while changing the deposit account is when the payment was already reconciled. You need to press Yes twice to continue.

If you have a different situation, then I'd love to hear more about it. 

I suggest you view this article as well: Record and make bank deposits in QuickBooks Online. It includes the steps on how you can combine bank deposits to match your actual online bank deposits. 

Post a comment below if you have other questions about payments and deposits in QuickBooks Online, and I'll be sure to have your back.