Steps to apply a deposit to a partner loan

I can help you apply the deposit to a partner loan, @joeybags.

In QuickBooks Desktop for Mac, you can write a check to record the payment against the invoice and credit the money against outstanding partner debt.

You can map the invoice payment to the Account Receivable account, so it’ll link to the customer. Then add the partner loan account to credit the amount. Here's how:

1. From the Banking menu, select Write Checks.
2. Select Create Check... on the left panel.
3. Enter the necessary fields.
4. In the Expenses tab, select the Account Receivable in the first line.
5. Enter the invoice payment amount and select the customer name in the Customer:Job column.
6. In the second line, add the Partner loan account and enter the amount.
7. Click Save.

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Thank you Madelyn. 

When I follow the steps you outline, it doubles the amount of the check. So, the payment was $1600. When I follow the steps outlined it makes the amount of the check $3200. Am I missing something?

thanks for getting back to us, @joeybags. I appreciate you for following the steps shared by my colleague. I'm here to help rectify the issue. 

First off, let's delete or void the transaction that's causing the duplicates, then receive the payment to link the deposit and the invoice by following the steps below: 

1. Go to the Customers menu, then select Receive Payments.
2. Select Create a Payment, then fill out the fields.
3. Select the outstanding invoices and charges you're receiving the payment for. A check appears next to the invoice or charge.
4. Choose how you want to deposit the payment: Select Group with other undeposited funds to hold the payment in your undeposited funds account, or select Deposit to, then enter a specific bank account.
5. Click Save.

Just in case there's an open bill for the partner, create a bill payment. Follow the steps outlined in this help article: Pay bills in QuickBooks Desktop. 

Feel free to message again if you have additional questions. We're always around here to help. 

Thank you Katherine. Let me give this a whirl.

So I put the customer payment in Undeposited Funds. Undeposited Funds is designated as an Other Current Asset. Is that a correct designation?

1. If I go to Write Checks, I'm unable to select Undeposited Funds as a source for the payment. The sources of payment are only those accounts listed as Bank (Petty Cash, Checking & Savings).

2. Now that I've received the payment into Undeposited Funds, can I make a General Ledger transaction moving the money from Undeposited Funds to Loans Outstanding? Or would I still need to write a check?

Thank you.

Hi there, @joeybags.

Welcome to the Community. I can provide clarification about the accounts in QuickBooks for Mac.

Yes, it's correct. The default account type for Undeposited Funds is Other Current Assets.

When you create a company file, there are accounts QuickBooks sets up for you. Undeposited Funds is one of the standard accounts the system automatically creates.

For the Write Checks option, the ability to select the account as the source of payment is unavailable. You use this type of account to hold invoice payments and sales receipts you want to combine. It’s like the lockbox you can use to keep payments in before depositing them to the bank.

You can use a journal entry to move the funds between accounts. However, I recommend seeking expert advice from an accountant about which accounts to debit and credit. This way, we can ensure your books will be accurate and error-free.

For more information about how Undeposited Funds work, as well as how to manage accounts in QuickBooks, I recommend the following articles:

• What’s the Undeposited Funds account?
• Add, edit, or delete accounts in QuickBooks Desktop for Mac

Drop me a comment below if you have any other questions related to the deposit. I'll be happy to help you some more.

Thank you.