reconciling invoice with a paid sales receipt

lauriberzins · ‎January 06, 2019

My 3rd party software automatically send QB online the invoice for all customers. Some customers are set up on recurring sales receipts that bill out on specific days every other month. How can I reconcile these paid sales receipts with the open invoices that are sent over?

MaryGraceS · ‎January 07, 2019

Hello there, @lauriberzins.

Thank you for joining the Community. I'd be happy to help share some information about reconciling the invoice with a paid sales receipt in QuickBooks Online.

There are two options to record sales transactions in QuickBooks, and it depends on when you receive the payment. For a deferred payment, you can use the Invoice and Receive Payment. However, for immediate payment, you need to use Sales Receipt.

Since you got your invoice automatically from third-party software, you can use Receive Payment to know that it has been paid. To avoid duplicates, you can delete the sales receipt then you record a payment against the invoice.

Here's how to delete the sales receipt:

Search and open the sales receipt.
Click More, then choose Void or Delete.
Click Yes.

After that, you can record the payment with the following steps:

At the top right, click the Plus icon.
Select Receive Payment.
Select the name of the customer, date of payment, and the payment method.
Enter the amount of the payment
Select the invoice to apply the payment to.
Click Save.

For additional information, I've included some articles for your reference:

If you need to reach out for more help, our phone agents will be able to help you get to a resolution quickly. Here's how to get in touch with our Customer Care team:

Go to https://help.quickbooks.intuit.com/en_US/contact.
At the top right, select your QuickBooks version.
Select a topic.
Click on the Get Phone Number or Start a Message button.

These resources should help to get you back on track on reconciling the invoice in QuickBooks Online.

Feel free to drop a comment below if you have any other questions about reconciling the invoice or recording the payments in QuickBooks. I'd be happy to help you out. Have a great day.

View solution in original post

MaryGraceS · ‎January 07, 2019

Hello there, @lauriberzins.

Thank you for joining the Community. I'd be happy to help share some information about reconciling the invoice with a paid sales receipt in QuickBooks Online.

There are two options to record sales transactions in QuickBooks, and it depends on when you receive the payment. For a deferred payment, you can use the Invoice and Receive Payment. However, for immediate payment, you need to use Sales Receipt.

Since you got your invoice automatically from third-party software, you can use Receive Payment to know that it has been paid. To avoid duplicates, you can delete the sales receipt then you record a payment against the invoice.

Here's how to delete the sales receipt:

Search and open the sales receipt.
Click More, then choose Void or Delete.
Click Yes.

After that, you can record the payment with the following steps:

At the top right, click the Plus icon.
Select Receive Payment.
Select the name of the customer, date of payment, and the payment method.
Enter the amount of the payment
Select the invoice to apply the payment to.
Click Save.

For additional information, I've included some articles for your reference:

If you need to reach out for more help, our phone agents will be able to help you get to a resolution quickly. Here's how to get in touch with our Customer Care team:

Go to https://help.quickbooks.intuit.com/en_US/contact.
At the top right, select your QuickBooks version.
Select a topic.
Click on the Get Phone Number or Start a Message button.

These resources should help to get you back on track on reconciling the invoice in QuickBooks Online.

Feel free to drop a comment below if you have any other questions about reconciling the invoice or recording the payments in QuickBooks. I'd be happy to help you out. Have a great day.

shieldsporter · ‎October 11, 2019

This doesn't work if the original sales receipt was a credit card transaction that was processed and deposited to the bank account. Any other suggestions?

Anonymous · ‎October 11, 2019

Hi @shieldsporter,

Deleting payments or sales receipts processed via QuickBooks Payments is currently unavailable. If you wish to have them remove, I highly recommend contacting our Merchant Support team.

They have tools that can pull up your account in a secure environment and manage your transactions. They are available from Mondays through Fridays at 6 AM until 6 PM PT, and Saturdays at 6 AM to 3 PM PT.

To reach them, visit this link and proceed to QuickBooks Online Payments & Merchant Service Center section to get their most updated contact info: Contact Payments Support.

Another option is deleting the invoice and it's payment instead of the sales receipt.

To delete payment, follow these steps:

Open the invoice.
Click the payment link below the Payment Status.
Change the date when the payment is applied.
In the Receive Payment window, click the Clear Payment button.
Hit Save and close.

QuickBooks Online doesn't have the ability to delete multiple invoices at once. To remove old invoices:

Click the Sales tab in the left navigation bar.
Select Invoices at the top of the page.
Locate an invoice you'd like to remove and choose the black drop-down arrow to the right.
Tap Delete and then Yes.

Please get back to me if you have other questions in mind or need further help with the process. I'll be right here to help you. Have a good day!

dee210 · ‎August 17, 2020

Did you solve this? I have invoices created for clients. Some would like to pay monthly. I don't want to manually receive thirty payments each month. If I set up recurring sales receipts it doesn't apply to invoice. Not sure the best solution to continue using quick books payments

Candice C · ‎August 17, 2020

Hey, @dee210.

It's great to see you back in the Community. You can easily receive your customer's payments by allowing them to pay the invoice from their side. With QuickBooks Payments, you can send online invoices that your customer can pay without having to manually enter any information on your end.

Once you're signed up for QuickBooks Payments, QuickBooks will automatically turn on the invoice payment feature. All you need to do is choose the payment options for the customer at the top of the invoice you're creating. Here's how:

Go to the +New button.
Under the "Customers" section, pick Invoice.
Select the customer from the Customer drop-down box. Make sure their email address in the Email field.
Go to the Online payments portion.
Review the payment options and press Edit if you'd like to change them.
Enter the rest of the information for the invoice.
When you're ready, tap Save and Send.

It's that easy. If your customer can't pay their invoice online, here's an article that can help you out: What to do if customers can't pay their invoices online.

Let me know if this helps. Bye for now!

dee210 · ‎August 17, 2020

I wanted to automatically charge them each month. I resolved this online with support. It turns out I can do EITHER an invoice, save their CC info, and go in and manually make a monthly charge OR do a recurring sales receipt that will not attach to an invoice. Oh well...

rydas · ‎September 29, 2020

I had this same situation and once my client was done with the payments, I created a JE to reverse the double sales entry and credit AR. Then I was able to "receive payment" and the JE appeared at the bottom of the receive payment form to match the JE to the outstanding invoice. I did uncheck the process payment box just to be safe. This worked for me, but I don't have this situation very often, so if you do it may be too inconvenient.

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reconciling invoice with a paid sales receipt