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How do I show a partial payments applied to invoices?

Forum|Forum|7 years ago
December 11, 2018
5 replies
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So the payments/credit on invoices is terrible. I don't like that it doesn't show if there's a split payment. I have customers who pay partial invoices using a credit memos and the balance with credit cards. I have some who return some items on invoices which leaves the invoice looking like there was a partial payment when in fact it's a return. As of now we depend on memos in the body of the invoice to indicate the payments. Most customers don't see the memo even though we move it clearing several lines below the items and my total form font is pretty large. I would like to either change the font color to Red so the memo is clear and visible. Is there a way to change the color in the body of an invoice? Or does anyone else have an ideas.

QuickBooks Enterprise Suite

Best answer by qbteachmt

When you put a Payment Item on the invoice, the date of the invoice is the date of the payment. It also reduces what the invoice shows in the Customer Center and in transaction reports. In other words, if the two payments are the same date as the invoice, adding them to the invoice is fine, but now, if that paid the invoice in full, your Transactions Listing will always show $0. You have to Open these invoices to figure out what the Actual sale was.

Next, if the partial payments are different dates, you never put that on the invoice because that is the wrong Date.

The tool for what you are asking is Statements. Run Customer Statements to see the AR activities as a Listing of transactions. That will show Payments and Credit Memos and a running balance.

"I would like to setup a "TYPE" Account to use for information use only. For example I would call the item "Credit Memo Applied" and then in the Description type the amount."

You are messing with your Real Financial Data.

qbteachmtAnswer

Level 11

When you put a Payment Item on the invoice, the date of the invoice is the date of the payment. It also reduces what the invoice shows in the Customer Center and in transaction reports. In other words, if the two payments are the same date as the invoice, adding them to the invoice is fine, but now, if that paid the invoice in full, your Transactions Listing will always show $0. You have to Open these invoices to figure out what the Actual sale was.

Next, if the partial payments are different dates, you never put that on the invoice because that is the wrong Date.

The tool for what you are asking is Statements. Run Customer Statements to see the AR activities as a Listing of transactions. That will show Payments and Credit Memos and a running balance.

"I would like to setup a "TYPE" Account to use for information use only. For example I would call the item "Credit Memo Applied" and then in the Description type the amount."

You are messing with your Real Financial Data.

N

nancylAuthor

I don't believe you understand what I am asking. When a customer asks for a copy of a paid invoice they don't want a statement every time. I want to be able to add a memo to the invoice in the description section explaining how payments were made. That's all. I don't want to put a anything in payment fields. I thought adding a TYPE account would save us time when typing these partial payments info to the customer and in red they would see it better. We deal with so many credit memos and partial payments that the lack of this type of field and also the fact that the MEMO field in Quickbooks is useless leaves one to improvise at times.

V

VL13

I am having the same problem, a credit memo I applied, doesn't show when I print the invoice.

I found this in youtube, hopefully it can help you.

https://www.youtube.com/watch?v=hsEKNuIjD_U

I

IntuitJill

Hello nancyl,

We definitely want to help you create well-designed invoices as this helps promote your brand and present a professional image to your customer.

At this time, the Payments/Credits field only shows the summary of all the payments and credits applied to the invoice. Another way to include the partial payments and their dates to show on the invoice is to set up a payment item. Please note that this applies to payments only; returns are an exception.

Here's how we can set up the payment item:

Go to Lists, and then choose Item List.
At the bottom click Item, and choose New. You can also use the keyboard shortcut CTRL+N.
Choose Payment as the Type.
Name this payment item. Then, choose whether you'd like to Group this payment to undeposited funds, or Deposit to an account.
Click OK.

You can then use this payment item to record a partial payment on the invoice and reduce the amount owed, too. You can put the date in the description field.

To answer your second question, yes, we can change the font color in the body of an invoice. I've got the steps for you:

Open an invoice. Then, choose the Formatting tab at the top.
Click the Customize Data Layout icon.
In the Additional Customization window, click the Layout Designer button.
Double click on the data field (Memo) you'd like to customize.
In the Properties window, choose the Text tab. Then, click the color area. Pick a color, and then click OK.
Click OK to save your changes.

Just in case you need a little help finding your way around, you can check out the screenshots I've added below.

We'd love to hear more about how we can improve the customization options for invoices. Send us your feedback or ideas by going to the Help menu (right next to Window) at the top, clicking Send Feedback Online, and then choosing Product Suggestion.

Feel free to let us know if you ever need help with invoices or QuickBooks Desktop in the future─we'll be here.

qbteachmt

Level 11

I recommend Not Using "Customer Message" because that is a List. Every Entry you make will be Saved forever, until you filled that List. That is not a Freeform Text function. Memo is a freeform Text function.

qbteachmt

Level 11

Here is another Option:

Open that invoice and use History icon, or Ctl H. Here is the Report you can Print.

A

accounting17

That is nice. I can not find the history icon but the Ctl H worked it would be nice if you could email that report.

B

BlueEyesDY

If you edit the invoice template, there are data fields available for 'Payments/Credits' and 'Balance Due'. These fields reflect any payments or credits that are applied to the invoice.

If you don't want these fields to show up on all invoices then copy your existing template and modify the new one. Then select the new template only for invoices with partial payments or credits applied.

T

Twenty One Hundred

When making an invoice for rent I break it down from rent, cam, taxes. How do I apply a partial payment to certain line items?

JoesemM

QuickBooks Team

Hello there, @Twenty One Hundred.

We're unable to apply a partial payment for certain line items since it will show per total of your invoice. However, you can create and send the invoice one-by-one to your customer. I'll guide you how:

Go to the +New button.
Under Customer, select Invoice.
Choose the customer's name then enter the necessary details.
Then, Save and Close.

To receive the payment.

Open the invoice you created.
Select the Receive Payment button in the upper-right corner.
Make sure to put a checkmark next to the invoice number.
Click Save and Close.

However, if you want to apply for the partial payment for the invoice you create. You can enter details in the Memo field and input the partial amount in the Payment column.

Click the +New icon or open the invoice created.
Choose Receive Payment.
Enter the customer's name.
Select the invoice by putting a checkmark.
On the Payment column, enter the partial payment amount (see screenshot).
Click Save and close.

The status of the invoice will automatically change to Partial after following the steps given above. To get in-depth information about invoice payment, you can refer to this article: Record customer payment in QuickBooks Online.

I've added these articles that will guide you in recording transactions in QuickBooks:

If you have any other concerns, please leave a comment below. I'll be delighted to help you. Have a nice day!

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