Can I change a sales receipt to an invoice?

fixnflow · ‎October 15, 2018

I created a sales receipt for a customer and said they paid with a credit card, but no card was ran. I then accepted payment using his credit card. I now show a credit for the customer. I need to convert the receipt to invoice so the credit is applied to the invoice.

Michelle-Long-CPA · ‎October 15, 2018

You can't do that. You'll need to void or delete the sales receipt and enter the invoice. Then you can apply the payment to the invoice.

If this was helpful, please click yes. If not, please post additional questions and I'll try to help.

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Michelle-Long-CPA · ‎October 15, 2018

You can't do that. You'll need to void or delete the sales receipt and enter the invoice. Then you can apply the payment to the invoice.

If this was helpful, please click yes. If not, please post additional questions and I'll try to help.

mike_van_de_wate · ‎October 15, 2018

When I try to void the receipt, QB tells me it will affect my bank reconciliations. Is there a way to delete the payment, and instead apply the receipt to my invoice?

semperlite · ‎November 25, 2018

I have a similar issue - I have a webstore that imports all CC orders to sales receipts, and NET to invoices. So i just deposit the sales receipt. However ALL show open balances because to actual ran payment is attached. But you can't edit the sales receipt after its saved. I wanted to convert to invoice but you cannot do anything!

AldrinS · ‎November 26, 2018

Hi semperlite,

I'm happy to know you've tried the answer recommended by Michelle-Long-CPA. I'd be delighted to add to her answer and help you correct your balance.

At this time, either void or delete the invoices causing the open balances since you've already deposited the sales receipts. This will ensure that there won't be a duplicate record in the affected income account.

Let me walk you through the steps:

Search and open the invoice by selecting it.
Click More, then choose Void or Delete.
Select Yes.

The following article contains additional information about this: How to void or delete an invoice or other transactions

Once you've taken care of this, I'd recommend reaching out to the third-party web store provider and ask them if they can configure credit card orders to import as payments moving forward.

Please remember, I'm just one post away if I can be of further assistance. Wishing you and your business all the best!

Anonymous · ‎December 02, 2018

I agree with the prior answers, they are totally correct, I just want to suggest, if you are getting a message that voiding or deliting the transaction will affect a reconciliation then your transaction may be link to a reconciled transaction, if this is the case you can un-reconcile the transaction from the register by changing the letter R to C, it may be that you have reconcile the deposit of this payment, if you un-reconcile the deposit you'll be able to delete the payment. And the sales receipt, and continue as the prior answer which is correct to delete the sales receipt and create the invoice and accept payment with the invoice, and go back to the register and change the C to this new payment to the R if you have un-reconcile the transaction, this was the reconciliation will not mess up your numbers and you'll be OK on your next reconciliation.

I hope this helps!

RoxanneA · ‎January 24, 2019

Whatever you do, do not void sales receipt if for a credit card payment via QB Merchant Services! It voids and refunds the actual credit card transaction with no warning! You will need to go into the merchant processing center and reverse the voided transaction. Hoping that works anyway. Still trying to fix.

Insercorp · ‎May 19, 2020

Does anyone know if that still works? I'm trying to fix improper entries from 2019 and I just deleted a $1,749.00 entry that had been improperly added as a sales receipt instead of an invoice being created. I hope this has been fixed!!!

anchorcondos · ‎August 28, 2020

I have the same scenario. I need to delete a sales receipt and invoice instead. Mine is for sales commission and mileage. Will that be deleted and have to be re-entered when the Sales Receipt is voided or deleted?

MariaSoledadG · ‎August 28, 2020

Yes, you're exactly right, anchorcondos.

The two forms are different from each other. An invoice is used when your customer agrees to pay you later. While sales receipt is used when a customer pays you on the spot for goods and services.

If you accidentally entered it as a sales receipt, you'll have to void or delete it first. Then, re-enter it as an invoice. Next, apply the payment to your invoice.

For your reference, you'll want to match records you've entered in QuickBooks. Please read this article: Categorize And Match Online Bank Transactions In QuickBooks Online.

Post a reply below if you need anything else. I'll be here to help you anytime.

amyadm · ‎November 13, 2020

I can't seem to find an answer to a problem I have. I am NOT YET on Quickbooks payment processing system - I have over 250 credit cards with Sage 50, and it doesn't communicate with my accounting system, Quickbooks.

When I have customers that want to go from direct pay/invoice, to sales receipt/pay by credit card, how do I switch them over without having to retype in all the services that the customer is receiving when creating either an invoice to sales receipt or vice versa? It is so time consuming to delete the entire invoice, then have to recreate it all over again to be a sales receipt/cc payment. Isn't there a way to possibly toggle it back and forth depending on what/how the customer chooses to pay? Is it in the recurring transaction field under 'use' - I have no idea. Can someone help me? I can't wait until I can switch over to QBA payment processing system - I just have too much to do before I can make that switch -over 250 cc's that I can't extract that data from Sage 50 - I have to start calling people that pay via cc (250 plus) people - that's so much work - and people don't like giving their cc info over again. HELP!

Jen_D · ‎November 13, 2020

It's nice to have you join this discussion, @amyadm,

We want to help you fix this problem. Since you've mentioned that you're still not working in QuickBooks, I recommend consulting Sage 50 support first. This way they can help you process the credit card payments that will later be imported into our program.

They can also guide you on how to export your sales data into QuickBooks without recreating them repeatedly. After reaching out to Sage 50, you may check out our apps website to find bridging tools as another option.

There are a lot of apps in our website that will help you import the data seamlessly between QBO and Sage. Click this link to our website: https://apps.intuit.com

We also have a joint forum called Intuit Developers, where you can find and connect with our developers who can suggest what app to use and help with integrations. I'm adding these links below just in case you're interested: Intuit Developer Support

I'm also adding some helpful links to help you when you're ready to use QuickBooks full time:

Feel free to stop here again if you have any concerns. I'll be more than happy to help. Have a nice day!

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Can I change a sales receipt to an invoice?