Can I have an invoice not go to accounts receivable?

melaniejkt · ‎December 10, 2018

When I create an invoice it puts it as a negative in my account. I do not want invoices to go directly to my account. Only the payment. I am just getting a zero balance.

qbteachmt · ‎December 10, 2018

Your error is the Items listed on the Invoice.

You use Items = these are the charges to the customer. These are not Payment TYPE items, and they are not linked to Bank. For instance, this is labor or material or postage or products and mileage and freight that you are charging to the customer. These typically are your source of income, so the items are linked to Income.

You use Invoice, because this date of sales is an Unpaid sale. This is AR = unpaid balance owed to you. Otherwise, you put these on a sales receipt = sold to the customer AND already paid, for this date = one step.

If you use Invoices, you will later use Receive Payment, to show the invoice has now been paid. This is the step that posts to the bank.

"When I create an invoice it puts it as a negative in my account."

You are using something on the sales form that is linked to Bank = Credit Bank = like writing a Check. It is supposed to Credit income.

"I do not want invoices to go directly to my account."

Fix the items you are listing as Sales for the customer.

View solution in original post

qbteachmt · ‎December 10, 2018

Your error is the Items listed on the Invoice.

You use Items = these are the charges to the customer. These are not Payment TYPE items, and they are not linked to Bank. For instance, this is labor or material or postage or products and mileage and freight that you are charging to the customer. These typically are your source of income, so the items are linked to Income.

You use Invoice, because this date of sales is an Unpaid sale. This is AR = unpaid balance owed to you. Otherwise, you put these on a sales receipt = sold to the customer AND already paid, for this date = one step.

If you use Invoices, you will later use Receive Payment, to show the invoice has now been paid. This is the step that posts to the bank.

"When I create an invoice it puts it as a negative in my account."

You are using something on the sales form that is linked to Bank = Credit Bank = like writing a Check. It is supposed to Credit income.

"I do not want invoices to go directly to my account."

Fix the items you are listing as Sales for the customer.

SkinnyRaven · ‎December 10, 2018

Your issue is not clear. A/R is only negative when a customer/job has an overpayment.

BizPro · ‎June 26, 2019

There are more comlete and complex ways. The simple, short cut is to create a Sales Receipt instead of an Invoice. Then reveice the payment to the Sales Recipt. An Invoice creates a Account Payable. A Sales Receipt does not. If you follow this process, your total will no longer get a negative (deduction). Make sure you are set to Cash Basis.

BizPro · ‎June 28, 2019

Please excuse the horrific spelling on my previous post. I was responding from my phone and it's a little bit too small to see very well. 🤓 Thanks all.

Duffy35 · ‎December 14, 2019

You may have already responded to this question but here it is again. When I pull a costumer details report it shows the accounts receivable and the corresponding deposit from the invoice as income so it’s doubled the income from that customer. How do I fix this?

Duffy35 · ‎December 14, 2019

I believe you may have answered 5his in previous chats but I need a little more explanation. When I pull up the customer detail report the items show accounts receivable and the corresponding payment made as deposits so it essentially doubles the income from that customer. How do I correct this?

FritzF · ‎December 14, 2019

Thanks for joining this conversation, @Duffy35.

You may have made a deposit first then receive the payment after causing the income to double up in the customer detail report. Though this is correct to mark the invoice as paid, the deposit will create a credit which leaves it unapplied.

To fix this, you need to delete the payment, then link the deposit (credits) to the invoice instead of receiving it to avoid duplicate posting.

To delete:

On the Customer Detail report, double-click the payment to open the transaction.
Choose the Delete (X) option at the top, then Yes to confirm.

Once done, here how to link the deposit:

Go to the Customers menu at the top to get to the Receive Payment.
Choose the Customers name, then select the invoice.
Click the Apply Credits option at the bottom under the Unused Credits section.
In the Discounts and Credits window, go the Credits tab.
Place a checkmark on the deposit, then hit Done.
Tick Save & Close to complete the process.

Once done, pull up the report again to check. Here's a sample screenshot from my test file.

Just in case, I'll add these articles for future reference:

Let me know in the comment section below if you have any other concerns. I'm more than willing to assist. Have a great weekend!

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Can I have an invoice not go to accounts receivable?