convert sales receipt to invoice payments

I recognize your desire to convert Sales Receipts into invoice payments, Cyber. Let me provide more details on sending a payment link in QuickBooks Online and offer guidance on the most appropriate steps.

The feature for customers to make payments using the link and get credit on their account is only available in QuickBooks Desktop. In QBO, when you send a payment link to your customer, QuickBooks automatically generates a sales receipt if it's not the one from the invoice. The proper way to keep track of invoice payments in QBO is by using the Receive Payment functionality.

I recommend deleting the sales receipt and manually making payments to the invoice. Let me show you how:

To erase the sales receipt:

1. Go to the Sales menu then All sales.
2. Locate and open the Sales receipt.
3. Click on the drop-down icon.
4. Select Delete.                    
5. Then click on Delete to confirm.

To receive payment:

1. Click on + New.
2. Select Receive payment.
3. In the Customer dropdown, pick the name of the customer.
4. Go to the Payment method dropdown, and select the payment method (credit card, debit, PayPal, Venmo, or ACH bank transfer).
5. From the Deposit to dropdown, choose the account you put the payment into.
6. Navigate to the Outstanding Transactions section, and tick the checkbox for the invoices you're recording the payment for.
7. Enter the Reference no. and Memo if needed.
8. Click on Save and close. See the image below for reference:

Here's an article you can browse to learn more about how to record partial and/or multiple payments in QBO: Record invoice payments in QuickBooks Online. Kindly review the third and the last section for the detailed steps.

Furthermore, check this out in case you want to personalize your sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Get back to this thread if you have additional questions about the process of how sales receipts and invoices work. I'll be around to back you up also about any QuickBooks-related concerns. Have a good one!

We appreciate your rrply. We've been QBO users for many years and understand the processes. We hope you understand why the Payment Link was used in this scenario, as it was explained. If the Payment Link is not a useable option in QBO, it shouldn't be available.

Anyways, will deleting the Payment Receipt automatically add the payment, made by the client with their card, to the client's account which can then be used for paying the invoices?

Since the Payment Receipt payment has been deposited, will that deposit need to be edited to remove the payment first since it will show up again for deposit as the invoices are paid from the Payment Receipt funds

?

I value your time posting here again to clarify some things, @CyberSpyder.

Though invoices and sales receipts are similar, their difference lies in issuance and utilization in your accounting. Not to worry, I'm willing to help you record the payment and link them to the invoices in QuickBooks Online.

An invoice payment link is a simple way to request a settlement from customers paying for goods and services. It automatically creates a Sales receipt as a record of a completed sale. That's why linking this to an invoice is unavailable.

Please know that deleting or voiding the sales receipt to avoid double posting will not automatically add the payment. Therefore, we need to receive payments manually on the invoices to mark them as paid.

Here's how:

1. Open the sales receipt.
2. Select More and choose Delete.

Once done, open the invoice and click the Receive payment button. From there, tick the invoice and deposits. You can follow these screenshots as your reference:

For more ways of receiving customer payments, refer to this article: Record invoice payments in QuickBooks Online. It will walk you through documenting partial payments and grouping them into a single deposit.

I'm adding this guide to learn how to personalize invoices and other sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online.

If I can be of help while working with invoice payments, feel free to let me know by adding a comment below. I'd love to hear how it goes on your end. Have a great rest of your day.

Why can't anyone answer a question directly? That's why we really don't like QB support. As much as we need and request a simple answer, we have to ask multiple times for simple information. 

Please try your best to answer these two questions with yes or no:

1) Do I need to cancel/void the deposit in order to cancel/void the created Sales Receipt? Yes or no.

2) If we cancel/void the automatically created Sales Receipt created from thefrom the Payment Link, will the paid funds be applied to the client's account as a credit? Yes or no.

Thanks @DivinaMercy_N for actually reading and understanding the question(s)/issue(s). It still amazes us that support has went so far downhill from what it used to be several years ago that we have to repeat a question/issue in multiples ways for anyone to understand.

As referenced above, if Payment Links are a bad idea and cause issues like this, they shouldn't be available in QBO. Or, at the very least, have warning with them about their usage and the results and problems that can be caused by them.

Hi, 

What can I do if the sales receipt is deposited directly to the bank account? Would I be able to create a credit memo to apply payment the customers open invoices ? 

Let me guide you in the right direction on how to handle your sales receipt and open invoices, kk74.

In QuickBooks Online (QBO, you can create an invoice to be paid later. While a sales receipt is used for real-time or immediate payments. Keeping both will double your income because they're the same sales transactions.

If you're trying to apply the sales receipt to open invoices, the option is currently unavailable. You'll have to delete the sales entry and create a credit memo so you can apply it to your open invoices.

To remove the transaction:

1. In your company, navigate to the Transactions menu on the left panel and choose Chart of accounts.
2. Look for the bank account you're working on from the list and click the View register link.
3. Search for the sales receipt and click on it to expand the line item.
4. Tap the Delete button and select Yes to confirm the action.
   
   

Next, let's proceed and add the credit memo. Here's how:

1. Go to the + New menu in the upper right and select Credit memo under Customers.
2. Choose the customer's name from the Customer dropdown,
3. Type the credit memo details, such as the date and the amount.
4. Click the Save and close button once done.

Now that we've added the transactions, let's proceed and apply it to your open invoices. Here's how:

1. Head back to the + New menu and choose Receive Payment under Customers.
2. Select the name of the customer from the Customer drop-down.
3. In the Outstanding Transactions section, select the open invoices you want to apply the credit memo.
4. Under Credits, choose the credit memo you've created.
5. In the Payment column, type how much of the credit you wish to apply.
6. Leave the Payment method, Reference no, Deposit to, and Amount received fields blank.
7. Fill in the remaining fields, including the Payment date.
8. Review the entry and make sure the total is correct after applying the credit memo.
9. Press the Save and close button.
   
   

You can go over these links for tips on when to provide credit to customers as well as use sales receipts:

• Create and apply credit memos or delayed credits in QuickBooks Online
• Create sales receipts in QuickBooks Online
  
  

We've also collated resources to guide users handle any customers and sales-related transactions or tasks:

• Invoices and payments
• Sales and customers

Drop a comment below if you have additional questions about managing open invoices, applying credit memos, and sales receipts. The Community is always available to provide the assistance you need.