Deposit into Undeposited Funds account shows correct and checking account is correct, but customer still has a balance total

npdesign · ‎February 13, 2021

I am new to using the "Undeposited Funds" account for managing client credit card payments and have used the recommended approach outlined https://quickbooks.intuit.com/learn-support/getting-started-with-quickbooks/how-to-use-the-undeposit...

After going through the process for this last month for clients that paid by credit card the "Undeposited Funds" account is at a 0 balance and the corresponding checking account is balanced and at the correct amount, but the customers that were part of the bulk credit card payment still show a balance total of the amount they already paid. When I click into one of these customers the payment it is stamped "Cleared". I can't figure out how to get the client balance to 0 since they paid. Any help would be greatly appreciated.

Angelyn_T · ‎February 13, 2021

Hello, @npdesign.

You can delete and recreate the customers' payments to zero out their balances. I'm here to guide you with the detailed steps.

Locate the payment link to your customer.
Open it, then tap Delete to remove it from your record.
Re-enter the payment by clicking on Receive Payments from the Customers tab.
Input the details, select the payment method, then choose the invoice you want to pay.
Select Undeposited Funds if you want to deposit the funds to that account.
Save the transaction.

Once done, you can record a deposit to transfer the amount to your bank account.

Go to the Banking page, then tap on Make Deposits.
Select the payment from the undeposited funds under the Payments to Deposit window.
Hit OK.

Here are some tips you can read more about recording an invoice payment in QuickBooks Desktop.

Moreover, here's how to deposit payments into the Undeposited Funds account in QuickBooks Desktop.

If you have any other questions about recording payments and deposits, please let me know by adding a comment below. I'm always here to help. Have a good one!

View solution in original post

Angelyn_T · ‎February 13, 2021

Hello, @npdesign.

You can delete and recreate the customers' payments to zero out their balances. I'm here to guide you with the detailed steps.

Locate the payment link to your customer.
Open it, then tap Delete to remove it from your record.
Re-enter the payment by clicking on Receive Payments from the Customers tab.
Input the details, select the payment method, then choose the invoice you want to pay.
Select Undeposited Funds if you want to deposit the funds to that account.
Save the transaction.

Once done, you can record a deposit to transfer the amount to your bank account.

Go to the Banking page, then tap on Make Deposits.
Select the payment from the undeposited funds under the Payments to Deposit window.
Hit OK.

Here are some tips you can read more about recording an invoice payment in QuickBooks Desktop.

Moreover, here's how to deposit payments into the Undeposited Funds account in QuickBooks Desktop.

If you have any other questions about recording payments and deposits, please let me know by adding a comment below. I'm always here to help. Have a good one!

npdesign · ‎February 13, 2021

Thank you for the quick response. This has been very helpful.

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Deposit into Undeposited Funds account shows correct and checking account is correct, but customer still has a balance total