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tom-strain
Level 2

A customer paid for two invoices from different accounts (branches of same company). How do I apply a single payment to two invoices from different accounts?

We have many customers with several branches and we have them in QB as separate accounts
Solved
Best answer January 14, 2021

Best Answers
SashaMC
Moderator

A customer paid for two invoices from different accounts (branches of same company). How do I apply a single payment to two invoices from different accounts?

Thank you for reaching back out to the QuickBooks Community, tom-strain. I would be delighted to shed some light on this situation. It won't be possible to make one payment apply to two invoices. However, you could split the payment between the two. Another suggestion you can look at is using sub-customers as an alternative solution. This is a great feature if you want to track customers who are apart of a group or specific accounts for a larger company.  

 

Nonetheless, I highly recommend that you speak to your accountant first about the best way to go about this. If you don't have an accountant, QuickBooks has a service called Pro-Advisors that can assist you. Simply enter your zip code, and browse through all the experts in your area and connect with them. Many even offer free consultations.

Let me know if you require additional help. We're always here to help you. Stay safe. 

 

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7 Comments
Rubielyn_J
QuickBooks Team

A customer paid for two invoices from different accounts (branches of same company). How do I apply a single payment to two invoices from different accounts?

I'm here to share with you some information about invoice payments, @tom-strainoptics.

 

In QuickBooks Online, you can apply a single payment to two invoices but for a single account only. This is to organize the payments once you deposit them. 

 

Here's how:

  1. Go to the + New button and then select Receive Payment.
  2. From the Customer dropdown, choose the name of the customer.
  3. From the Payment method dropdown, select the payment method.
  4. Select the account from the Deposit to dropdown menu.
  5. In the Outstanding Transactions section, select the checkbox for the invoice your recording payment for.
  6. Once done, click Save and close.
    inv.PNG

For more details, feel free to check out this article: Record invoice payments in QuickBooks Online.

 

Once done, you can deposit the money at your bank. To record this in QuickBooks, consider checking out this reference: Make bank deposits.

 

If you have any other concerns, feel free to tag my name in the comment section, and I'll get back to you. Have a great week and stay safe.

tom-strain
Level 2

A customer paid for two invoices from different accounts (branches of same company). How do I apply a single payment to two invoices from different accounts?

Hi Rubielyn_J,

Thank you for taking the time to reply. I think we've had a bit of a miscommunication, by "account" I meant the customer account, ie the profile under which the company addresses, phone numbers, emails, invoices, estimates and payments are stored and filed. Of course when a single payment is made, it by definition goes into a single bank account, I do understand that much!

The situation is, we have customers with branches all over the world. Let's say we have a customer, XYZ Company, with branches in New York City and Los Angeles. These are input in our Quickbooks with different profiles/accounts, since they have different addresses, contacts, and often different shipping accounts. We recently provided services to both branches, and invoiced them separately, with the invoices stored in the separate branch profiles. XYZ Company then paid for the two invoices with a single payment to our bank account. Normally, if a customer pays for two invoices, the payment can be applied to both, if the invoices are stored/filed under the same company profile. Can a payment be applied to invoices that are stored/filed in separate company/branch profiles? Or do I need to record the payment as two separate payments in order to mark those invoices as paid? If so, is there somewhere I can make a note (to make clear this "payment" is only part of a payment) so this does not cause problems in accounting?

Thank you

 

tom-strain
Level 2

A customer paid for two invoices from different accounts (branches of same company). How do I apply a single payment to two invoices from different accounts?

Hi Rubielyn_J,

Thank you for taking the time to reply. I think we've had a bit of a miscommunication, by "account" I meant the customer account, ie the profile under which the company addresses, phone numbers, emails, invoices, estimates and payments are stored and filed. Of course when a single payment is made, it by definition goes into a single bank account, I do understand that much!

The situation is, we have customers with branches all over the world. Let's say we have a customer, XYZ Company, with branches in New York City and Los Angeles. These are input in our Quickbooks with different profiles/accounts, since they have different addresses, contacts, and often different shipping accounts. We recently provided services to both branches, and invoiced them separately, with the invoices stored in the separate branch profiles. XYZ Company then paid for the two invoices with a single payment to our bank account. Normally, if a customer pays for two invoices, the payment can be applied to both, if the invoices are stored/filed under the same company profile. Can a payment be applied to invoices that are stored/filed in separate company/branch profiles? Or do I need to record the payment as two separate payments in order to mark those invoices as paid? If so, is there somewhere I can make a note (to make clear this "payment" is only part of a payment) so this does not cause problems in accounting?

Thank you

(Forgive me if this posts twice, it did not seem to record it the first time)

tom-strain
Level 2

A customer paid for two invoices from different accounts (branches of same company). How do I apply a single payment to two invoices from different accounts?

System not letting me reply :-/

tom-strain
Level 2

A customer paid for two invoices from different accounts (branches of same company). How do I apply a single payment to two invoices from different accounts?

Hi Rubielyn_J,

Thank you for taking the time to reply. I think we've had a bit of a miscommunication, by "account" I meant the customer account, ie the profile under which the company addresses, phone numbers, emails, invoices, estimates and payments are stored and filed. Of course when a single payment is made, it by definition goes into a single bank account, I do understand that much!

The situation is, we have customers with branches all over the world. Let's say we have a customer, XYZ Company, with branches in New York City and Los Angeles. These are input in our Quickbooks with different profiles/accounts, since they have different addresses, contacts, and often different shipping accounts. We recently provided services to both branches, and invoiced them separately, with the invoices stored in the separate branch profiles. XYZ Company then paid for the two invoices with a single payment to our bank account. Normally, if a customer pays for two invoices, the payment can be applied to both, if the invoices are stored/filed under the same company profile. Can a payment be applied to invoices that are stored/filed in separate company/branch profiles? Or do I need to record the payment as two separate payments in order to mark those invoices as paid? If so, is there somewhere I can make a note (to make clear this "payment" is only part of a payment) so this does not cause problems in accounting?

Thank you

(System does not seem to allow me to reply directly to your reply, Rubielyn_J, apologies)

SashaMC
Moderator

A customer paid for two invoices from different accounts (branches of same company). How do I apply a single payment to two invoices from different accounts?

Thank you for reaching back out to the QuickBooks Community, tom-strain. I would be delighted to shed some light on this situation. It won't be possible to make one payment apply to two invoices. However, you could split the payment between the two. Another suggestion you can look at is using sub-customers as an alternative solution. This is a great feature if you want to track customers who are apart of a group or specific accounts for a larger company.  

 

Nonetheless, I highly recommend that you speak to your accountant first about the best way to go about this. If you don't have an accountant, QuickBooks has a service called Pro-Advisors that can assist you. Simply enter your zip code, and browse through all the experts in your area and connect with them. Many even offer free consultations.

Let me know if you require additional help. We're always here to help you. Stay safe. 

 

View solution in original post

tom-strain
Level 2

A customer paid for two invoices from different accounts (branches of same company). How do I apply a single payment to two invoices from different accounts?

Thank you, I think the sub-customer feature will work well for us for this customer.

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