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Level 1

Received Payments applying incorrectly

I am changing the way I track the 65 unit HOA that I am the treasurer for.  I have put each address in as the customer and put the residents name as the job. 

When I received payment for the invoices I have issued it is showing an incorrect amount on the p&L.  I bill $65 for dues &  $35 for reserve account. The deposit is correct however on the P&L report it shows 56.53 and 8.47 in the amounts.  


I'm not sure this is the best way to track this. I read on this form that it was a good way to track, however I am open to suggestions if there is an easier way. 


Thank you

QuickBooks Team

Received Payments applying incorrectly

Hello, @hoa2021.


I'll help you sort this out.


The issue may lie in the posting of the items. I suggest checking the income accounts used on each of them.


You can use the report on your screenshot and then click the invoices. You can take notes of the items used from each of them.


Once done, go to the Lists menu and then select Items lists. Then open the items used on each invoice to see if they are posting to the right Account.


Also, ensure that you have recorded the invoice as a total of $65 rather than separating the amounts ($56.63 and $8.47).


You can also check this article for more insights on how payments affect invoice transactions:

Let me know if there's anything else you need help with QuickBooks. I'll make sure to get back to you. Have a great day!


Level 1

Received Payments applying incorrectly

Thank you for your reply!  I verified that they were correct on the list and that they were going to that account.  

We use only three regularly and they are always whole numbers. 

Dues 65 

Reserve 35 

Late 15 

I don't understand if the invoice is a whole dollar amount and the payment is also why it would end up with cents on the transaction. 



QuickBooks Team

Received Payments applying incorrectly

Thanks for updating us on how it goes, hoa2021.


Since the accounts are correct, I recommend deleting and recreating the payment. This helps us determine if this is caused by the transaction.


Here's how:


  1. Go to the Customers.
  2. Select Customer Center.
  3. Locate the name of the customer.
  4. Find the payment, then double click to open.
  5. Click on Delete.
  6. Choose OK on the warning message.


Once done, recreate the payment. Please ensure to select the correct invoice.


However, if the issue persists, I recommend running the Verify and Rebuild Data utility in the system. The tool scan data issues within the company file and self-resolves them.


To verify data:


  1. Open the company file.
  2. Click the File tab at the top menu.
  3. Select Utilities.
  4. Choose Verify Data.

For rebuild data:


  1. Open the company file.
  2. Click the File tab at the top menu.
  3. Select Utilities.
  4. Choose Rebuild Data.


Additionally, I've added an article that'll help you record payments in the bank. This ensures your books are accurate: Make Bank Deposits in QuickBooks Desktop.


I'll be more than happy to help you out again and if you need a hand in managing your sales transactions. Keep safe!

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