What is the difference between a PAID and a CLOSED invoice?

How do record my payments made to supplier using rebates??

Hi @MANGA,

It's nice to have you with us in the Community today. I'd be glad to lend a hand with recording payments made to a supplier using rebates. 

One option to consider is to utilize a vendor credit to record these rebates from the supplier.  Here's how to make a vendor credit:

1. Select the Plus Icon and then choose Vendor Credit.
2. Enter the vendor's name in the Choose a vendor field.
3. Select the Amount, Date and Account, which is to be used for tracking. 
4. Click Save and Close.

The following article contains additional information about vendor credits and applying them to a bill: How Do I Handle Vendor Credits and Refunds?.

Naturally, since all businesses are unique, you may wish to consult with your accountant to ensure the best method is utilized for tracking the supplier rebates. 

Please let me know if I can be of additional help. Have a nice day. 

deleted.

Hello there, @Tawni.

Thanks for joining us here in the Community. I'm here to help get this taken care of, but I have some questions about your concern first.

I read through the whole thread, and I want to confirm which question you're referring to. May I ask for some additional details? This will help me provide you with the best resolution for your concern.

Click the Reply (green) button below to add a comment. You can also mention me by typing "@" before my name (@FritzF).

I'm looking forward to your response, @Tawni. Take care and have a good one.

I am having the same issue for the paid and closed status when I see duplicate transactions. Can someone please answer this question.

Let's get to the bottom of this, jenslight.

I'd like to get more information though. What transactions are duplicated? Invoices or payments?

With regard to the paid and closed statuses, the Closed status applies to the payment transaction, while the Paid status applies to the invoice when it's paid in full. 

Refer to the screenshot.

You can always go back to this thread if you have further information or if you have further questions. You can also mention me so I can get back to you personally. Have a great one! 

Funny thing though is closed can also mean that the payment didn't go through at QB and the customer reversed the payment- but QB doesn't send an email when that happens.  I WANT A FREAKING EMAIL THAT SAYS THE CUSTOMER PAYMENT DIDN'T GO THROUGH!

Thanks for joining this discussion, jkube.

Naturally, you'll be receiving notification of the status of your payment from your QuickBooks Online dashboard. 

If you're unable to see this message from your dashboard, go to Alert Center Manually. 

Let me know if you have other concerns or questions about customer payments in QBO. I'd be delighted to help you out.

Don't waste your accountant's time thinking it's necessary because every business is "unique". Go directly to QB support.

I feel like I'm closing invoices the same way each time, but some invoices are marked paid and some closed. What am I doing wrong?

Lori

You’re closing it the way you should, @loriwark.

As Kristine Mae mentioned, invoices show as Paid once the payment is linked to it. A Closed status, on the other hand, appears on payments applied to sales transactions.

Here’s a screenshot for visual reference:

Below are the invoice statuses and their meaning:

• Open: Invoice not sent.
• Open (Sent): Invoices has been sent.
• Open (Viewed): Customer viewed the invoice.
• Paid: Customer already paid the invoice.
• Overdue: Not yet paid and already past due.
• Overdue (Viewed): Customer viewed the transaction but did not pay the invoice and is already past due.
• Overdue (Reminded): Has sent reminder to customer for invoice already past due.

For more information, check out the status of invoices via email section in this article: Use e-Invoice. 

That should answer your concern for today.

Reach out to me if you need anything else. I’m more than happy to help. Take care!
 

Hi,

I have many invoices paid in full but the status still Paid and not Closed. 

Hi there, @Matar.

I'm here to share information about the invoice statuses in QuickBooks Online.

As mentioned by my colleague above the Paid status applies when the invoice received is paid full. While the Closed status, appears to the  payments to sales transactions.

If you're referring to the invoice that your customer paid full and it's not a sales transaction the status should be "Paid" in the status column.

You can also, check the invoice statuses and their meaning provided by my colleague KhimG. 

For more information, about e-invoicing,  you can check this article: Send an invoice.

I've also shared these articles for future reference:

• Create sales receipts
• Difference between an invoice and a sales receipt

I'm still here if you need further questions or concerns. Have a good day! 

"As mentioned by my colleague above the Paid status applies when the invoice received is paid full. While the Closed status, appears to the payments to sales transactions.

If you're referring to the invoice that your customer paid full and it's not a sales transaction the status should be "Paid" in the status column."

 Please help:  An invoice when paid Quicken indicates PAID.  A Sales Transaction Quicken says CLOSED.

   I made an invoice, got paid and now in Quicken there are two entries for the same invoice:  One is 'PAID' the other is 'CLOSED'.  Is that not a double entry?

What is the difference between an invoice and a Sales Transaction?

Hey TNTTom,

Thanks for chiming in on this discussion. To answer your question, an invoice is funds collected from your customers at a date you set, while a sale receipt is used for the immediate purchase of goods and services. For additional information, I recommend this article. I'm here if you need more assistance. 

Why not name the invoice status something that is more intuitive?  If an invoice is Paid in full, it's Paid - end of discussion.   If only partial payment has been made, then the invoice should be listed as Partial or Open.  An invoice doesn't "close".  It's paid or it's not.  

I understand the difference between paid and closed the way you explained it. The picture you posted is similar to my own customer, invoices that are marked paid and payments as closed.

I also have on my customer some sales receipts. This causes the totals on the bottom to get a little confusing. After all the invoices are marked as paid the balance and totals on bottom show $0.00 (as seen in the picture you posted). When I add in the sales receipts the totals show the sales receipt totals and not at $0.00.

Please help

Hi @dcam,

Allow me to clear things up for you about the Total column on your Customers page in QuickBooks Online (QBO).

The Total column on the Customers page shows you the total amount of your customer's transactions at any given time, while a customer's balance is on the upper right-hand side of the Customers page.

To see the total open balance for all your customers, I suggest you run the Customer Balance Detail report.

Here's how:

1. Go to the Reports tab.
2. Search for Customer Balance Detail.

When you have the report open, you have the option to customize it. Such as show only a specific customer or a few customers, along with other filters. See this article for more details: Customize reports in QuickBooks Online. 

Post a reply if you have other questions about this process in QBO. I'll be around to help you out. 

@Ryan_M 

Thanks for the reply.

What I'm not understanding is why when a invoice gets closed is that not going towards the total on the bottom. Isn't that part of his transactions that were paid?