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Level 1

Sales receipts to invoice payment

Multiple donations were received and entered as "sales receipts" and deposited. I have now been informed these were to be applied as payments toward invoices. What is the best way to handle this for each "customer"?

QuickBooks Team

Sales receipts to invoice payment

Hello, rlyns.


I'll share the best way to handle your sales receipts for invoice payments. 


QuickBooks treats sales receipts and invoices (and their payments) differently. The best way to handle this is to delete the sales receipts and recreate them as invoice payments. 


To delete the sales receipt, simply open one from your customer's transaction list, then click the Delete button. 




To make the deletion process a little bit easier, you'll want to pull up the Sales by Customer Detail report. Here's how:


  1. Go to the Reports menu.
  2. Hover your mouse on Sales, then choose Sales by Customer Detail
  3. Click the Customize Report button.
  4. Go to the Filters tab.
  5. Type "Transaction Type" in the search box, then select it.
  6. Set the filter to show only the sales receipts.
  7. Click OK.











Open and delete the sales receipts that were supposed to be for invoice payments. 


To apply the payment to invoices:


  1. Click the Customers menu, then choose Receive Payments.
  2. Choose the customer under "RECEIVED FROM."
  3. Check the open invoices. 
  4. Add details such as memo, reference numbers, etc..
  5. Once done, click Save & Close (or Save & New if you want to continue paying other customer invoices).



Do this until all of the invoices are paid and accounted for. 


You're welcome to read our articles if you need help managing your customers (or donors if you're using the nonprofit edition) or other tasks. 


I'm still here to answer all of your questions regarding QuickBooks Desktop. Just post them here and I'll get back to you. 


Level 1

Sales receipts to invoice payment

Thank you! Since this was done a couple of months ago, how do I work around reconciliation of month ends?

QuickBooks Team

Sales receipts to invoice payment

I can help you with that, rlyns.


Since these transactions are from the past, we'll have to undo your bank reconciliations from the previous month before correcting any mistakes. This way, we can ensure that your accounts are accurate and up-to-date.


We can undo an entire reconciliation by selecting Reconcile from the Banking menu, and clicking the Undo Last Reconciliation button. Once done, it's time to perform a mini reconciliation/special reconciliation. This process involves reconciling the transactions that have been previously reconciled but now are being displayed as raw entries. Here's how to do it:


  1. Select Banking from the top menu bar.
  2. Choose Reconcile.
  3. Select the bank account with the transactions you need to reconcile.
  4. In the Date of Statement field, enter the appropriate date.
  5. In the Ending Balance field, enter the balance of your last successful reconciliation. Then select Continue.
  6. From the Reconcile window, select the transactions that need to be reconciled.
  7. Make sure the Difference field shows $0.00, then click Reconcile Now to complete the process.

To learn more about the process, you can visit this guide: Reconcile previously deleted and re-entered checking or credit card transactions.


Additionally, here are some articles that you can read to be guided in fixing common bank reconciliation issues in QuickBooks Desktop:


As always, I'm just a  post away if you have any other concerns or additional questions. Have a pleasant day ahead.

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