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Anonymous
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Discounts Changing Historical Accounts Receivable Numbers

We are using cloud-based Enterprise 17.0. Here is the process we use:

1. Order received and Quickbooks invoice created. For this purpose, let's say this was done in June.

2. The Accounts Receivable report shows this invoice open at full value.

3. Payment is received for the above referenced invoice in July.

4. Any deductions from the payment are added to the invoice.

5. The Accounts Receivable report for June lists this invoice, but the deductions—even though they were entered after June, in July—are deducted from the invoice total.

We need historical Accounts Receivable reports to show invoices at full value, not with later deductions taken out. Is there any way to do this?

 

2 Comments
QuickBooks Team

Re: Discounts Changing Historical Accounts Receivable Numbers

Hello there, @Anonymous.


Thank you for coming to the Community for help. I’m here to share some information about running historical Accounts Receivable Reports in QuickBooks Desktop.


I’ve replicated this on my end and verified that the report for June should show the full value of the invoice without the deductions entered in July. Since this isn’t what is showing on your end, we’ll try performing some basic troubleshooting to fix the problem.


You can start by opening a sample company file. Then, creating and paying an invoice with the exact information you have. Once done, run the Accounts Receivable Report.


If you continue to get the same result, log back into your company file and run the Verify and Rebuild Data Utility tool. This will resolve any data damage on your file. Here’s how:


Rebuild Data:
1.    Go to the File menu.
2.    Choose Utilities, then select Rebuild Data.
3.    Select OK on the QuickBooks Information window.
4.    Follow the prompt to save a backup.
5.    When you see Rebuild has completed, click OK.

 


Verify Data:
1.    Go to the File menu.
2.    Choose Utilities, then select Verify Data.
3.    If you see QuickBooks detected no problem with your data, click OK. You can continue using the company file.
4.    If Verify finds an issue with your data, you’ll be prompted to Rebuild Now or View Errors.
5.    Select Close.

 


For more information about resolving data damage in a company file, take a look at this article: https://quickbooks.intuit.com/community/Reports-and-accounting/Resolve-data-damage-on-your-company-file/m-p/201602.


That should do it. Give this a try and let me know how it goes. If you need anything else, feel free to post again or leave a comment below. I'm always here to help. Wishing you the best!
 

Established Community Backer ***

Re: Discounts Changing Historical Accounts Receivable Numbers

Your error is Step 4. You just Changed your financial history and the sales and the AR.

 

Step 4 should be "create a credit memo for the reason they no longer need to pay in full" and date the credit memo for the date of the payment or for whenever you decide they don't need to pay the balance. Never Back-date or change historic invoices. You created the Change you keep seeing.

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