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C
crescere
September 20, 2025
Question

Unrecognized QB invoice

  • September 20, 2025
  • 1 reply
  • 12 views

I received a check in June that was returned as NSF.  I double-clicked the payment and recorded it as a bounced check.  For unknown reasons, the new invoice created never showed up in the balance of that job.  I received the check for the following month and applied it to the July invoice.  I just noticed that the June invoice generated by the NSF seems to have been ignored by QB. Why don’t I have an outstanding balance for June?

1 reply

A
Anonymous
September 20, 2025

Hello there, Crescere.

 

You'll need to manually record the bounced check, as it was not successfully processed. This is the reason why the invoice for the month of June isn't appearing in the job balance. To do that, we need to create a journal entry to reverse the original payment. Here's how:

 

  1. From the Company menu, choose Make General Journal Entries.
  2. In the General Entries window, debit your accounts receivable for the same amount of the NSF check.
  3. Enter a note in the Memo column describing the transaction.
  4. Select the name of the customer or job associated with the NSF check under the Name column.
  5. Credit the checking or bank account that received the original deposit.
  6. Click Save & Close.

 

After creating the journal entry, you'll need to move the NSF payment to this new reversing entry. Here's how:

 

  1. From the Reports menu, select Customer Receivables, then choose Customer Balance Details.
  2. Double-click the original payment line for the NSF transaction.
  3. In the Receive Payment window, move the check mark from the invoice to the reversing journal entry.
  4. Then, select Save & Close.

 

Once these steps are complete, the invoice associated with the bounced check will reappear as unpaid. Then your bank account balance will accurately reflect the deduction for the NSF check.

 

Please be aware that these steps may be complex and require careful attention. For a better understanding and specific advice, I strongly suggest consulting your accountant. They can offer helpful insights on this matter.

For more details in recording in bounce check, refer to this article: Handle Non-Sufficient Funds (NSF) or bounced check from the customer.

 

Feel free to visit the Community if you have any questions. The entire QuickBooks Team is always here to help.

C
crescereAuthor
September 21, 2025

Thank you for this comment.  However, in my bank account, I already have a deduction, i.e., a credit for that amount. So wont I be double crediting cash?

G
GianSeth_A1QuickBooks Team
QuickBooks Team
September 24, 2025

My data is not corrupted.  The fault lies with QB. I followed the procedure for marking that receipt as a bounced check. I have a credit in my bank account, but the AR does not have an outstanding balance.  How is this possible, and how do I fix it???


Thank you for providing that additional clarification. The fact that you have a credit in your bank account is a key piece of information, Crecere.

 

The possible reason for this is that the Accounts Receivable (AR) balance doesn't show as outstanding for June; there are payments or credits linked to the invoices or other unapplied transactions affecting the customer's balance.

 



 

To verify this, check the invoice from June to see if a payment applies:

 

  1. Click on the Customers menu.
  2. Select Customer Center.
  3. Find the customer who wrote the bounced check.
  4. In the Transactions tab, look for the invoice from June.
  5. Double-click the invoice to open it.
  6. Once the invoice is open, look at the top left. If it says Paid, there is a payment linked to it.
  7. To see the payment, click the Linked Transactions button at the top or on the Payment History tab.

 

If there are no payments linked directly to that invoice, you should then check for other unapplied credits.

 

  1. In the Customer Center, with the customer selected, look at the Transactions list.
  2. Go to the Payments or Credits section and check if there are any  Unapplied or outstanding amounts. These can also affect the customer's AR balance.


Make a necessary changes after checking.

The Community is always here if you need anything else.

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