Payment Receipt Report

DanBu · ‎September 10, 2024

Looking for a report that lists the total of each payment a Customer has made, as well as how much of that payment was applied to which invoice numbers.

For example:

Customer A Payment Total on 1/1/2029.....$100

Invoice 1 - $20 applied

Invoice 2 - $60 applied

Invoice 3 - $10 applied

Invoice 4 - $10 applied

Thank you for any help provided!

DanBu · ‎September 11, 2024

I found two options!

For one specific payment, a Payment Receipt can be generated that shows the payment total a customer makes and also each invoice number it was applied to!

For many payments, go to Reports menu at top>Report Center> search bar within Report Center enter "CR610" (the report ID number of the "Payments Received" Report. The report search result looks like the screen shot included. Double click on this report and you can customize down to one Customer, if you wish. It will list each Payment Received and the Invoice numbers and amounts that were applied!

View solution in original post

DanBu · ‎September 11, 2024

The instructions for the Payment Receipt for individual payments is:

Pull up the Received Payment in Question [Customers>Transactions tab>select Received Payments>Double click on the payment in question. Once you see the "Customer Payment" titled screen with the date, amount and invoices checked that the payment is applied against [so that you know you are in the right place, this is the same screen we use to enter Received payments, so these fields are editable]>select Print at the yellow printer icon within the Receive Payments window>you can customize the print template if you want or hit "not now" button > click Preview to see what the print version would look like. It shows the amount customer paid and the invoice(s) and amounts that were applied to each invoice as well as the date it was applied.

I hope this helps others!

View solution in original post

Erika_K · ‎September 10, 2024

Your efforts in describing your ideas for a report in such a detailed manner are valued, DanBu. Your thoroughness in explaining your thoughts demonstrates your commitment to clarity and enhances our understanding of the concepts you're presenting.

You can run the Transaction List by Customer report. This financial data is an essential tool for effective financial management, providing valuable insights into customer transactions and helping businesses maintain healthy cash flow and customer relationships. While running up a report specific to the sequence or flow you mentioned isn't available, the Transaction List by Customer report will provide a comprehensive overview of all financial transactions associated with individual customers.

I'll show you to pull up this report:

Go to the Reports menu.
Select Customers & Receivables.
Then, choose Transaction List by Customer.

Furthermore, you also have the option to customize this report by incorporating additional columns tailored to your needs. This customization allows you to include various data points that can enhance your analysis and reporting capabilities. For instance, you'll be able to add a column to display the transaction amounts, which provides a clear view of the financial figures involved in each transaction. You'll also have the selection to include a column for your open balances, which is convenient for tracking outstanding payments and managing cash flow effectively. I'll include this article for additional information: Customize reports in QuickBooks Desktop.

Your efforts in sharing your ideas about generating financial documents is appreciated, DanBu. Remember, there are no silly questions about managing reports effectively. We encourage you to voice your concerns, share your experiences, and seek clarification whenever needed. Our team is here to support you and ensure you have the tools and knowledge necessary to make informed decisions and drive your business forward.

BigRedConsulting · ‎September 10, 2024

@Erika_K RE: You can run the Transaction List by Customer report instead.

Instead of what?

BigRedConsulting · ‎September 10, 2024

@DanBu RE: Looking for a report that lists the total of each payment a Customer has made, as well as how much of that payment was applied to which invoice numbers.

Unfortunately the built- in reporting feature isn't able to create a report like that.

Instead, it would have to be done outside of QuickBooks as a custom report.

[Shameless plug warning] We can create a custom report for you like this. If interested in exploring this, create a request here.

DanBu · ‎September 11, 2024

I found two options!

For one specific payment, a Payment Receipt can be generated that shows the payment total a customer makes and also each invoice number it was applied to!

For many payments, go to Reports menu at top>Report Center> search bar within Report Center enter "CR610" (the report ID number of the "Payments Received" Report. The report search result looks like the screen shot included. Double click on this report and you can customize down to one Customer, if you wish. It will list each Payment Received and the Invoice numbers and amounts that were applied!

DanBu · ‎September 11, 2024

The instructions for the Payment Receipt for individual payments is:

Pull up the Received Payment in Question [Customers>Transactions tab>select Received Payments>Double click on the payment in question. Once you see the "Customer Payment" titled screen with the date, amount and invoices checked that the payment is applied against [so that you know you are in the right place, this is the same screen we use to enter Received payments, so these fields are editable]>select Print at the yellow printer icon within the Receive Payments window>you can customize the print template if you want or hit "not now" button > click Preview to see what the print version would look like. It shows the amount customer paid and the invoice(s) and amounts that were applied to each invoice as well as the date it was applied.

I hope this helps others!

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