Unrecognized QB invoice

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.

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?

You no longer need to record a bounce check again, as it will cause a double deduction, crescere.

Since the deduction has already been reflected in your bank account, this confirms that the bounced check you recorded has already been processed.

For now, let's find out why the invoice never showed up in the balance of that job. Could you let me know which specific report you reviewed when you noticed this issue?

In the meantime, using the Verify and Rebuild tools in QuickBooks is a reliable way to detect and fix potential data inconsistencies that might be preventing the invoice from showing on your end. Here's how:

1. Go to the File menu, then select Utilities.
2. Select Verify Data, then click OK to close all windows.
3. If you see a message indicating " Your data has failed the integrity check", let's continue rebuilding your company file. Otherwise, it's all good.

Next, let's proceed to rebuild your company file data by following these steps:

1. Go to File, Utilities, and then select Rebuild Data.
2. QuickBooks will ask to make a backup before it rebuilds your company file. Select OK. A backup is required before you can rebuild.
3. Select where you want to save your backup, then OK. Don’t replace another backup file. Enter a new name in File name and select Save.
4. Select OK when you get the message Rebuild has completed.
5. Go to File, select Utilities then select Verify Data again to check for additional damage.
   • If the verify finds more damage, you’ll need to fix it manually. Search for the error(s) in the qbwin.log on the QuickBooks Desktop support site for how to fix it.
   • If your error can't be found, you can restore a recent backup. Go to File then select Open or Restore Company.

Feel free to reply to this post if you need further assistance.

I used verify and rebuild a few years ago for a different problem at the suggestion of tech support.  That ruined all my files and made it all unworkable.  Fortunately, I had backed it up.  I will never use these commands again.

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.