Payment link to Sales orders.

Welcome to the Community, @PDPTPLEX.

I've got you covered, and let's work this out so you can connect the payment received via payment link to a Sales order in QuickBooks Desktop (QBDT).

To collect payment in advance, you can use a payment link. Whenever a customer pays using the payment link, it automatically generates a sales receipt. However, the best way to apply the credit is by converting the sales order to an invoice. Once you issue the invoice, you can apply the credit to reduce the total amount due. Please note that payments made through the link will show as credits for the customer, and customers can't change the amount or pay partially. After submitting payment, a receipt is automatically generated.

When you're ready, here’s how you create the payment link:

1. Go to the Customers menu.
2. Choose Payment Links.
3. Enter the amount and description. 
4. Select an existing customer or add a new customer.
5. Enter the customer's email.
6. Set the appropriate payment method (credit card or ACH).
7. Click Send Payment Link.

QuickBooks will then send an email to your customer containing the payment details and a Pay button. You will also receive a confirmation email. Additionally, you can copy the auto-generated link and share it via your preferred messaging channel. To learn more about how this feature works, you can visit this page: Payment Links for QuickBooks Desktop. 

You can also check this article that will help you in managing customer payments for online invoices and in-person sales: Receive and process payments in QBDT.

I'm only a comment away if you have any questions throughout the process of the Payment link in QuickBooks Desktop, PDPTPLEX. Take care and enjoy your weekend!

We need the payment link payment/credit to show as a payment/credit on our Sales order form. We do not invoice the sales order until the order it shipped. Since products are custom we require a down payment and then balance due before shipping. 

Is there a way to have the payment link payment/credit be able to be used a a prepayment link charging a card off of the sales order does?

We need the payment link payment/credit to show as a payment/credit on our Sales order form. We do not invoice the sales order until the order it shipped. Since products are custom we require a down payment and then balance due before shipping. 

Is there a way to have the payment link payment/credit be able to be used a a prepayment link charging a card off of the sales order does?

Thanks for coming back to the thread, PDPTPLEX. Let me answer your questions about applying payments to sales orders.

As sales orders are considered non-posting entries in the system, the option to link a customer payment is unavailable. In order to link a payment, you'll need to convert the sales order to an invoice. Any prepayments you receive for the sales order will be considered customer credit for the time being. Once you've shipped the order and converted it to an invoice, you can apply the credit to the invoice. After that, you can send another payment link to your customer to pay the remaining balance. Just ensure to apply the credit to the invoice when your customer has fully paid it. I'll outline the steps below for your guidance.

Here's how to create an invoice from a sales order so you can apply customer credits:

1. Navigate to the Customer menu on the top bar. Then, select Create Invoices.
2. On the Customer:Job dropdown, pick a customer. This will prompt the available sales order to appear.
3. Make the necessary changes in the invoice.
4. Click Save & Close.

Then, here's how to apply a credit to an invoice:

1. Open the invoice. 
2. On the top menu, click Apply Credits.
3. Tick the available credits.
4. Press Done.

I'll also share these articles for more info on the topic above:

• Send Payment links in QuickBooks
• Give your customer a credit in QuickBooks

For future reference, here's a guide on generating reports to get a comprehensive overview of your sales orders and invoice transactions: Understand reports.

Feel free to return to this post if you need further help applying payments to your invoices in QuickBooks, PDPTPLEX. We're always available to assist you.

We are currently taking payments onto sales orders via the prepayment feature. Then when we invoice the sales order the prepayment we took on the sales order automatically attaches to the invoice created off of the sales order. 

So why can the payment link payments not be recorded in the same manor as the keyed payments processed as prepayments off of a sales order?

These are indicial process. The only difference is payment link payment is the customer is entering their payment information and the prepayment off of a sales order is being entered by a employee.

We are currently taking payments onto sales orders via the prepayment feature. Then when we invoice the sales order the prepayment we took on the sales order automatically attaches to the invoice created off of the sales order. 

So why can the payment link payments not be recorded in the same manor as the keyed payments processed as prepayments off of a sales order?

These are indicial process. The only difference is payment link payment is the customer is entering their payment information and the prepayment off of a sales order is being entered by a employee.

I appreciate your reply, @PDPTPLEX.

I'll provide additional information about payment links and prepayments in QuickBooks Desktop (QBDT).

Payment links and prepayments have different functions and ways to record them in QBDT. Payment link is a tool for collecting payments, while we manage prepayments once you get the money before a product or service.

Additionally, we record prepayments manually in the QBDT Enterprise version. However, if you use the Payment link, you do not need to apply them to avoid duplicate entries.

For more in-depth details, you can read through these articles:

• Send Payment links in QuickBooks
• Receive customer prepayments on sales orders in QuickBooks Desktop Enterprise

Moreover, we have reports that you might want to pull up so you can track your sales orders that you can use in future tasks. You can view this resource for reference: Customize reports in QuickBooks Desktop.

If you still need help managing payments in QBDT, please let me know, and I'll do everything I can to help here in the Community. Keep safe always.

A better way I think is to:

Create an Item to use on the paylink that credits a deposit account, not income.

Create a second item that Debits the deposit account and Credits inventory.

Add this item with the amount of the deposit to the sales order.

When sales order converts to invoice.  AR is net of the deposit and customer deposits is reduced.

Also create a report for the customer deposit account that allows you to group the debits and credits for a sales order and set it to only show open balances.