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Frequent Contributor *

When customers pay with CC via the QBO Reader, Sales Receipts are generated, but then Invoices are duplicates?

So maybe this sounds confusing, and honestly I'm confused even trying to explain the issue, hah!

 

When I do work at a customer's house and they want to pay with a CC, I just enter the amount and quickly hit 'New Sale' in the app.  The customer signs and I'm on my way.  QB then deposits the money in the bank and then it shows up in my Banking section when it updates.

 

The problem is that when this happens, there is a Sales Receipt generated with no information other than 'Custom Amount' but if I also generate an Invoice, when the money hits the bank it will match up with the Invoice too...

 

I didn't realize this was happening until a few weeks ago, so I have Invoices that matched up and also Sales Receipts that were automatically entered... 

 

Do I now have duplicate income showing, and if so, what is the best course of action to fix this mess now?

 

I see that in the Sales Receipt I can enter all of the same information after the fact as I would an Invoice, so maybe that's the best way, but for now, I'm trying to figure out if I have an accounting nightmare on my hands with duplicate information, or just duplicates without the numbers being a problem?

 

Thanks, hopefully that will make some sense to someone much more adept at QBO than I!

6 Comments
QuickBooks Team

Re: When customers pay with CC via the QBO Reader, Sales Receipts are generated, but then Invoice...

Hi @Gentek,

 

I'll share some tips so you can find any duplicate transactions, as well as avoid duplicates in the future.

 

First thing I can suggest is to wait for the bank transaction to be downloaded in your Banking page. You can then add it (either as a sales receipt or an invoice) so it will be recorded in your books. This way, you can be sure there won't be any duplicates when you're recording these transactions.

 

To locate duplicate transactions, you can view or print your bank statement for any given date range. Your bank statement will act as a reference for those transactions you recorded in QuickBooks Online. You can then delete any duplicate transactions you find.

 

Another way to ensure your online bank account balance is the same as your actual bank balance is to do a bank reconciliation. You can view the steps in this article: Reconcile accounts.

 

Feel free to drop a comment below if you have any other questions in mind. I'll be sure to get back to you.

Frequent Contributor *

Re: When customers pay with CC via the QBO Reader, Sales Receipts are generated, but then Invoice...

Thanks Ryan!

 

I think maybe there's some confusion on my part with regard to how the Sales Receipts are being created. 

 

These are automatically being created anytime someone wants to pay with a CC using the QBO Reader App.

 

When I use it, I tap 'New Sale' and enter the amount and then swipe or chip the card.  The QBO system is then generating the Sales Receipt with no customer info, just the CC information at the bottom and the only line item is 'Custom Amount' and the charged amount.

 

I was then creating an Invoice for the service with tax, etc. and the amount would still then match up to the bank amount that was deposited a few days later (me not knowing the Sales Receipt was even there)...

 

Hope that makes a little more sense.

Moderator

Re: When customers pay with CC via the QBO Reader, Sales Receipts are generated, but then Invoice...

I've read your original post, Gentek.

 

Thanks for the detailed information about your concern.

 

Your sales from the GoPayment app will automatically be recorded as a sales receipts in QuickBooks Online (QBO). That being said, there's no need to create a sales receipt or an invoice in QBO to avoid duplicate transactions.

 

Your sales from the app will also be recorded through your Undeposited Funds account in QBO. 

 

The following articles and threads will provide more information:

Please let me know if you have any follow-ups or other questions. I'm always ready to lend a hand and help you further. Have a wonderful day ahead.

Frequent Contributor *

Re: When customers pay with CC via the QBO Reader, Sales Receipts are generated, but then Invoice...

I'm not really sure how to get my issue across accurately I suppose...?

 

I am NOT generating the Sales Receipt, QBO is!  I have never made a Sales Receipt, however I'm finding them for every CC transaction with the GoPayment App...

 

How do I stop that from happening and just make it deposit to my bank so that I can match with an invoice that I will create?

 

Thanks

QuickBooks Team

Re: When customers pay with CC via the QBO Reader, Sales Receipts are generated, but then Invoice...

Thank you for sharing additional insights, @Gentek!

 

Credit card transactions from GoPayment app automatically creates a sales receipt in QuickBooks. I'm here to share a few insights and help you from there.

 

Firstly, when credit card transactions are categorized as New Sale on your GoPayment app, it'll automatically create sales receipts on your QuickBooks account. To add, you can read all the information about processing transactions on your GoPayment app from one of my colleague, @AmyBivin, shared on this thread: https://quickbooks.intuit.com/learn-support/en-us/payments/re-quickbooks-gopayment-update-showing-in...

 

To fix your current situation, you can consider selecting the Invoice Payment option when processing credit card payments from your customers on your GoPayment app. To do so:

  1. Go to the Plus icon.
  2. Select Invoice payment.
  3. Choose or enter a name of your customer.
  4. Click Payment amount.
  5. Enter the amount you received from your customer.
  6. Select Done.
  7. Click Charge.

This way, it'll create a customer's credit which you can apply as payments after creating invoices on your QuickBooks account. Also, I've added an article you can read to learn more about processing your GoPayment transactions: Use GoPayment to Accept QuickBooks Online Invoice Payments.

 

After processing your credit card transactions on your GoPayment app, this article will help you handle your transactions when they sync into your QuickBooks account: Record a Customer Payment.

 

If you have any other concerns, please let me know in the comment section down below. I'll be always around ready to help.

Frequent Contributor *

Re: When customers pay with CC via the QBO Reader, Sales Receipts are generated, but then Invoice...

I appreciate the quick reply.  I have looked into the other options as well on the GoPayment app, the problem is that they're all a pain in one form or another...

 

What I mean is this:

 

If I do New Sale which is quick, it creates the Sales Receipt. Pain.

If I do Customer Payment, I now have to sit there and ask for/enter all of their information on the spot, which is time consuming and slightly awkward. Pain.

If I do Invoice Payment, same problem, only now I have to actually create the invoice first. Pain.

 

I just wish I could quickly accept CC payments without this being such a hassle.  I didn't even realize it was happening and now it has affected Sales Tax payments and other areas...

 

I'm honestly about 1 CC payment away from ditching the GoPayment system completely and going with Square or another CC processor who will just deposit the money and then I can match with QBO like it should be.  Sometimes overthinking a process on the development side makes it 10X worse for things like this... Even if I had the option to turn off 'Auto Sales Receipt' that would be fine.

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