Hello, Rudy.
I'll lay down some solutions for you to help you record the payment transactions from Walmart.
I take it that you've used the Received payments function to account for the current payment.
Instead of using the Receive payment, you'll want to use a sales receipt instead. You won't have to change or tinker around with the original invoice or credit memo from five months ago.
Simply go to the Customer menu, then select Enter Sales Receipt. Set the date to when you received the payment and enter a memo stating the details of the transaction.
You'll also want to delete the Payment transaction to remove the unapplied balance. Simply open it from Walmart's customer profile and click the Delete button.
If you haven't created a Received payment transaction yet, then just simply create a sales receipt to account for the payment.
Alternatively, you can create a new invoice and apply the current unapplied payment. You would just need to add a memo for the details of the sale from five months ago.
However, you also have the option to correct the invoice payment from five months ago. From Walmart's customer profile, open the Payment transaction and edit it with full payment.
You can delete the credit memo you've created before. If you've created a Receive payment transaction for the second payment, you'll want to delete it as well.
Chances are, you might be correcting a closed accounting period. So before doing this option, I would recommend reaching out to an accountant. They'll guide you with the corrections and ensure your books are accurate and balanced.
Do you need help reconciling your books after recording the transaction? Feel free to use this article for a guide: Reconcile an account in QuickBooks Desktop.
If you have more questions about recording customer transactions, please let me know and I'd be glad to help you out. You can also add any other concerns you might have about QuickBooks Desktop.
