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Apply a deposit to an invoice without reducing sales - Pro2014

When I apply a deposit to an invoice, it reduces the amount of the actual sale on the sales report.  how can I stop it from reducing the sales amount?

 

The deposit was recorded as a received payment, and left as a credit on account.  When I create the invoice, and apply the credit, it appears on my screen correctly, but it prints the full amount as being due.

 

If I use a line item, linked to a liability account, and add it to the invoice, it reduces the amount due but also reduces sales.

 

I need to show the correct amount due, for the customer to see on the invoice, plus apply the credit.  Currently, the only way I have found o do that is to use the typewriter in my pdf program, or else use an ink pen.

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Best answer 09-13-2019

Accepted Solutions
QuickBooks Team

Re: Apply a deposit to an invoice without reducing sales - Pro2014

Hello there, Bresi.

 

When you enter a deposit in the Receive Payment window, it will only affect the bank and A/R account (Balance Sheet). Meanwhile, an invoice affects the Income (P&L accounts) if you run a report for each transaction.


I suggest running the Balance Sheet and Profit and Loss Reports to check if the deposit reduces the sales amount. However, if it shows the correct amount, let’s run the Rebuild and Verity Data Utilities  to fix data damage issues.

 

Once done, let's add the Balance Due item on the invoice and then apply the credit to show the correct amount.

 

To customize the invoice:

 

  1. On the Invoice page, go to the Formatting tab to choose Customize Data Layout.
  2. In the Additional Customization window, navigate to the Footer tab and mark the box for Balance Due (Print).
  3. Click on OK to save the changes.
    bal.png BAL1.png

Next, apply the credit to the invoice. Here's how:

 

  1. Go to the Customers menu to choose the Receive Payments option.
  2. In the Receive Payments window, click the Received From drop-down and pick the customer to whom you're applying for the credit.
  3. Select the invoice you want to use for the credit and then tap the Discounts and Credits menu at the top to see the transaction details.
  4. Enter the figure by going to the AMT. TO USE column.
  5. Hit Done and OK to save the changes.
    bal2.png bal2.1.png bal3.png

For a quick overview when to issue a refund check and apply a credit memo, check out the Record a credit memo or refund in QuickBooks Desktop article.

 

Reach out to me if you have any other concerns or questions. I’m always ready to assist further. Enjoy the rest of your day.

View solution in original post

2 Comments
QuickBooks Team

Re: Apply a deposit to an invoice without reducing sales - Pro2014

Hello there, Bresi.

 

When you enter a deposit in the Receive Payment window, it will only affect the bank and A/R account (Balance Sheet). Meanwhile, an invoice affects the Income (P&L accounts) if you run a report for each transaction.


I suggest running the Balance Sheet and Profit and Loss Reports to check if the deposit reduces the sales amount. However, if it shows the correct amount, let’s run the Rebuild and Verity Data Utilities  to fix data damage issues.

 

Once done, let's add the Balance Due item on the invoice and then apply the credit to show the correct amount.

 

To customize the invoice:

 

  1. On the Invoice page, go to the Formatting tab to choose Customize Data Layout.
  2. In the Additional Customization window, navigate to the Footer tab and mark the box for Balance Due (Print).
  3. Click on OK to save the changes.
    bal.png BAL1.png

Next, apply the credit to the invoice. Here's how:

 

  1. Go to the Customers menu to choose the Receive Payments option.
  2. In the Receive Payments window, click the Received From drop-down and pick the customer to whom you're applying for the credit.
  3. Select the invoice you want to use for the credit and then tap the Discounts and Credits menu at the top to see the transaction details.
  4. Enter the figure by going to the AMT. TO USE column.
  5. Hit Done and OK to save the changes.
    bal2.png bal2.1.png bal3.png

For a quick overview when to issue a refund check and apply a credit memo, check out the Record a credit memo or refund in QuickBooks Desktop article.

 

Reach out to me if you have any other concerns or questions. I’m always ready to assist further. Enjoy the rest of your day.

View solution in original post

Not applicable

Re: Apply a deposit to an invoice without reducing sales - Pro2014

Applying the payment wasn't the problem - the cosmetic appearance of the invoice was.

 

Thank you so much - I have not only added the Balance due field, but the Payments/Credits field, and that is exactly what we needed!

 

My boss is happy, and therefore, so am I.

 

Regards, Deb

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