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C
calicoellie
January 15, 2019
Question

Invoice appears in register

  • January 15, 2019
  • 3 replies
  • 7 views

Forgive the silly question but when I create an invoice, it appears in my register and deducts from my operating account.  Is that correct?  I understand that when I apply the payment, it will "clear it out" but I wasn't expecting to see it there.  Please advise.  

 

Thank you!

    3 replies

    Rustler
    Rustler
    Level 15
    January 15, 2019

    Check the item(s) you use on the invoice and insure that where you select an income account, it is an income account. 

     

    the item determines what account is posted to, and the total is posted to a/r

      C
      calicoellieAuthor
      January 15, 2019

      I'm billing for a monthly fee.  Should the item be "service"?  Should it be showing in my operating account register?

      Rose-A
      Rose-A
      Level 10
      January 15, 2019

      Sending good vibes to you, calicoellie.

      I'm here to provide you with some information about invoicing in QuickBooks Desktop.

       

      Yes, it should be service item. Also, with regards to our question if you bill for a monthly fee it will show in your operating account register depends on what bank account was used since billing and invoicing are posting transactions.

       

      You may find these articles helpful:

       

       

      As always, you can contact our customer care agents if you'd like someone to be with you as you go through these steps. They can pull up your account in a secure environment and assist you further in setting up everything you need in QuickBooks Desktop:

       

      1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
      2. Choose your QuickBooks Product.
      3. Select your QuickBooks version.
      4. On the Contact Us page, click a topic.
      5. Click on the Get Phone Number button to see the support number.

       

      Should you need anything else, don't hesitate to fill me in. Have a good one.

        C
        Cfpuinc
        February 14, 2023

        I am now having this same issue. To my knowledge, I haven't done anything different than I've done for the past several years.  I have almost 2 dozen invoices in my register. Even ones that are paid in full. I don't know where the problem lies. Please help. TIA.

        C
        Cfpuinc
        February 14, 2023

        I have a question for those of you having this issue.  Do these invoices by chance have multiple deposits with other invoices? Where you 'deposit' into 'undeposited funds' and then make a new deposit to the bank with the selected customers?  That seems to be the connection with mine.

        A
        Archie_B
        Level 6
        February 14, 2023

        Thank you for joining this Community thread, Cfpuinc. Let me address your concerns by providing some information about customer transactions and workflows in QuickBooks Desktop.

         

        When creating an invoice, you should ideally create or select a line item with an Income Account. 

         

        With that, you'll need to go through all the invoices in your register, double-check the product or service you added, and change the income account for each item. 

         

        Once you know the product or service item you added to those invoices, go to your Item List and update the account from there.

         

        Like this:

         

        1. Open QuickBooks Desktop.
        2. Go to the Lists menu.
        3. Choose Item List.
        4. Double-click the product or service item.
        5. In the SALES INFORMATION section, select the account in the Income Account dropdown.
        6. Click on OK to save.

         

        If you're unsure or don't want to use an income account, I suggest consulting an accounting professional to guide you in managing your customer transactions. 

         

        In addition, when QuickBooks receives customer payments, it automatically deposits them to an account called Undeposited Funds by default. You can check out these articles for more information about Undeposited Funds:

         

         

        Let me know if you still have other concerns or questions regarding customer transactions. I'd be glad to help. Take care and have a wonderful day!

        C
        Cfpuinc
        February 17, 2023

        Thank you for your 'automatic reply'. I have not done anything differently than I have been doing for over 5 years.  I use the same services, descriptions, and bank accounts. Nothing has changed. Except these invoices popping up. I thought when they became paid in full they would disappear, they did not.  By chance are they linked to the fact they are deposited with other payments? That's the only thing I can figure out. Not that I haven't done that before in the past as well.

        Thank you,

        Theresa

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