Third party payments

almarosace · ‎January 03, 2020

Hello

I am the bookkeeper of daycare, I need help with the invoicing,

The parents receive help from DHS to pay for the services, how can I register the payment

during the invoicing, so the parents have the total amount owed after the DHS payment,

in a way I can track how much DHS pay for each one at the end of the year as I have to create a report for that department, right now I am registering as a payment in the options but I have to go back to each invoice to track the DHS payment for each parent :( Is there an easy way to do it?

Thanks in advance

Sarah Bl · ‎January 03, 2020

Hello, @almarosace. Let's get you the help you came to Community for today.

You can run a report for every payment made by making one of the Payment Methods DHS. You can run a report on this as well to see what has been used on which invoice.

Let's try it:

1. Go to the invoice that is needing the partial DHS payment on.
2. After going to the Invoice, you'll need to select Receive Payment on the top bar.
3. Now that you are in Receive Payment, we're going to make a new Customer.
4. You'll want to make DHS the customer. This way when you're wanting to make a report on what DHS has paid, you'll be able to see it.
5. Now that your customer is made, you can now enter the amount they paid.
6. Then Save and close.

Another way to do this is:

1. First, go to Transactions and then select add transaction.
2. Enter the partial payment date, and under notes or description, enter the necessary information to indicate that it is a partial payment.
3. Input the amount and then select a category by clicking it.
4. Click on income and then save.
5. After you accomplished QuickBooks receive payment for the invoice, follow the same steps as above and under description or notes indicate what the payment is being applied.

You can also wait until you received the full payment before you click it as paid.

If you need any more questions, please don't hesitate to reach back out.

View solution in original post

Sarah Bl · ‎January 03, 2020

Hello, @almarosace. Let's get you the help you came to Community for today.

You can run a report for every payment made by making one of the Payment Methods DHS. You can run a report on this as well to see what has been used on which invoice.

Let's try it:

1. Go to the invoice that is needing the partial DHS payment on.
2. After going to the Invoice, you'll need to select Receive Payment on the top bar.
3. Now that you are in Receive Payment, we're going to make a new Customer.
4. You'll want to make DHS the customer. This way when you're wanting to make a report on what DHS has paid, you'll be able to see it.
5. Now that your customer is made, you can now enter the amount they paid.
6. Then Save and close.

Another way to do this is:

1. First, go to Transactions and then select add transaction.
2. Enter the partial payment date, and under notes or description, enter the necessary information to indicate that it is a partial payment.
3. Input the amount and then select a category by clicking it.
4. Click on income and then save.
5. After you accomplished QuickBooks receive payment for the invoice, follow the same steps as above and under description or notes indicate what the payment is being applied.

You can also wait until you received the full payment before you click it as paid.

If you need any more questions, please don't hesitate to reach back out.

almarosace · ‎January 03, 2020

Thank I will try that :)

almarosace · ‎January 03, 2020

Thanks :)

patcol · ‎September 21, 2020

We have a similar but more complicated issue. We are a vendor for charter schools, providing classes and tutors for students. Payment comes through both the family and the charter. Though not all families use charters. What we need to track is the total bill for the family, and the charter contribution. The parents tells us what the charter will pay so that we can determine any balance. It can take a month for the charter to send their paperwork to us, confirming that they will pay. Payments are sometimes paid monthly, sometimes in a lump sum. We need to track every step of that so that we--and parents--know how much they owe. Is there any way to do this in QB?

Catherine_B · ‎September 21, 2020

Hello there, patcol.

You can use the Class tracking feature that will help you track each charter. We'll need to turn on that feature first in QuickBooks Deskop. I'll show you how:

Go the Edit menu and select Preferences.
On the left menu, click Accounting and then select Company Preferences.
Under the CLASS section, check the Use class tracking for the transactions box and choose a way on how you'll want to assign the class.
Click OK.

To create a class, just click the Lists menu and select Class List. To know more about this feature and reports that you can pull to track it, you can click here.

You can either create an Invoice if the family pays you at a later time or directly record a Sales Receipt if they choose to pay you directly. For the invoice payments, you can use the Receive Payment option where you can select a single invoice or pay invoices with a single payment. The Accounts Receivable workflows page will guide you in handling customer transactions.

Reach out to me if there's anything else that you need help with. I'd be more glad to assist you. Have a good one and stay safe!

patcol1 · ‎September 30, 2020

Can this be done in Online?

Jovychris_A · ‎September 30, 2020

Hi there, @patcol1.

Yes, you can do it in QuickBooks Online. You can add the third party payment department/charter as a payment method when you receive the payment. This way, you'll know which party made the payment amount.

Here's how:

Go to Gear and then select All lists.
Choose Payment Methods.
Click New and then enter the name of the charter/third party payment.
Click Save.

Then you can create the invoice for the customer and turn on and use class tracking to trace the amounts.

Here's how:

Click + New and then select Invoice.
Select the name in the Customer drop-down.
Select the product item/category and enter the amount.
Add a class.
Click Save.

Then you can use the Receive payment feature to know which payments are paid by the third-party/charter or customer.

Go to + New, then Receive payments.
Enter the customer's name.
Choose which invoice and then enter the partial amounts.
Choose the Payment Method you'll use in the drop-down list.
Click Save and close.

Once done, you can now run a report by class to see which amounts are made from both customer and third party/charter.

Additionally, you can check this article on how to filter statements and run them based on your perspective: Customize reports in QuickBooks Online. It includes the steps on how to manage custom reports and memorize them.

Feel free to leave a comment below if you have additional questions. I'll be around to help.

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