Help me with an invoice issue

Service · ‎October 17, 2023

When I add an invoice using my mobile phone, this is the process I go through:

0. I want to add a receipt, but there is a bug where no information is shown on the form, so I must do invoices.

1. Add a customer

2. Within the customer, I click the + sign to add an invoice.

3. The new invoice system doesn't keep the customer information. I have do look up customer and enter.

4. Add a product.

5. The new invoice system doesn't allow deleting a product, only replacing. I have to replace it with a placeholder. I finish with products that I will add to the invoice.

6. Save the invoice, then the app puts me back to customer level. I have to reenter the invoice.

7. Click More, click receive payment, save.

8. Go back to invoice and send to customer

9. When I am home, I have to look for the payment to find out where it went. I go to All Sales, open the payment, I find that it has been applied to a non-existent CD. I change it to Undeposited Funds.

#9 is what I want help with. I want to tell the system to always apply payments to Undeposited Funds. How do I do that?

MorganB · ‎October 18, 2023

Hi there, Service.

Thanks for bringing your question forward here in the Community. I'd be glad to provide some info about accepting customer payments in the QuickBooks mobile app.

You'll first want to make sure you're QBO app has been updated to the latest version. This ensures the app is operating at it's best. Additionally, while you can do a lot through the app, settings such as the account to receive payments would need to be done through a web browser outside of the app.

The following article provides additional info about changing the deposit bank account for QuickBooks Payments.

With this info you'll be able to change the default account to Undeposited Funds. Please don't hesitate to reach back out if you have any other questions.

Service · ‎October 18, 2023

I am not asking about Quickbooks Payments, which is your proprietary merchant service. I am asking about any sort of payment that I apply to an invoice, by check or cash, or another merchant service. Whether you are on a mobile device or pc, receiving a payment will apply the funds to an account such as checking or savings. I want the default account to be Undeposited Funds.

MorganB · ‎October 18, 2023

Thanks for getting back to me, Service, and I apologize for the misunderstanding.

Currently, QuickBooks Online does not have a Company Setting to set a default bank account for receiving payments. However, QuickBooks Online uses "sticky" settings. The system will remember the account used in the last transaction of that type. Although this is not a default account, it works similarly for an account that you use regularly.

One option that you may want to try is the Pre-fill setting. Here you can choose to automatically pre-fill forms with previously entered content. Here's how:

1. Click the Gear icon in the top right corner.

2. Select Account & settings.

3. Choose the Advanced tab on the left.

4. Then choose the edit icon in the Automation section and turn on Pre-fill forms with previously entered content.

With this setting turned on the undeposited funds account will be selected the next time you go to receive a payment. I'll be here if you have any other questions.

Topics

Training

Community

Resources

Help me with an invoice issue