How to enter single payment for invoice and Sales Receipt?

Anonymous · ‎January 02, 2019

We use Quickbooks for our Church. The members of our church have a mandatory annual subscription amount (lets say $100). I have made all members as Customers in QB. I created customer invoices for $100 annual subscription. The Members also come with other [non mandatory] donations (Ex Charity). This is entered as "Sales Receipt" in QB.

Here is the question. Lets say Customer comes with $200 check and he/she wishes to pay the Subscription ($100 as payment against invoice) and Charity ($100 as payment towards sales receipt). How can I do this as a single transaction?

Mark_R · ‎January 02, 2019

It's good to see you here in the Community, Davvyboy.

QuickBooks Online doesn't support combining an invoice and a sales receipt in a single transaction.

But I've got a workaround for you. You can consider creating a bank deposit to record a single transaction.

Here's how:

1. Click on the Plus "+" icon and select Bank Deposit.
2. Scroll down and go to the section labeled Add funds to this deposit.
3. On the first line under Account, select Account Receivable.
4. On the second line, click Add new and named it Charity.
5 Enter 100 in each line under AMOUNT.
6. Enter a description in each line under DESCRIPTION. For example, you can enter "Annual Subscription Fee" and "Donations," respectively.
7. Click Save and new (or Save and close).

Also, you might want to read this article relevant to your concern: How to record donations received

Feel free to leave a comment below if you have any other questions. Have a good day!

View solution in original post

Anonymous · ‎January 02, 2019

Thanks for getting back to us, Davvyboy,

Allow me to chime into this conversation and share some insights about recording your customer payments.

At this time, creating a payment deposit towards the A/R account does not automatically tag an invoice as paid. What you need to do is to first link the deposit to the invoice through the Receive Payment option. Check out this article to know more about linking deposits to invoice: How to link a deposit to an invoice

Also, deposit transactions does not have custom transaction numbers. You can, however, use Sales Receipts instead of deposits to record your customer payments with receipt numbers. Just make sure you're using the Undeposited Funds account for you to deposit the payments together. Please see screenshot below:

Lastly, to print your payments, please follow the steps below:

Go to the Sales menu.
Go to the Customers tab.
Locate and click the customer name.
Go to the Transaction List section.
To print the Sales Receipt, click the Print link.
To print the invoice payment, click on the payment.
At the bottom part of the payment transaction, click on Print.

That should do it, Davvyboy. Please let me know if you need further help with your customer payments. I'm here to lend you a hand anytime. Have a great day!

View solution in original post

Mark_R · ‎January 02, 2019

It's good to see you here in the Community, Davvyboy.

QuickBooks Online doesn't support combining an invoice and a sales receipt in a single transaction.

But I've got a workaround for you. You can consider creating a bank deposit to record a single transaction.

Here's how:

1. Click on the Plus "+" icon and select Bank Deposit.
2. Scroll down and go to the section labeled Add funds to this deposit.
3. On the first line under Account, select Account Receivable.
4. On the second line, click Add new and named it Charity.
5 Enter 100 in each line under AMOUNT.
6. Enter a description in each line under DESCRIPTION. For example, you can enter "Annual Subscription Fee" and "Donations," respectively.
7. Click Save and new (or Save and close).

Also, you might want to read this article relevant to your concern: How to record donations received

Feel free to leave a comment below if you have any other questions. Have a good day!

Anonymous · ‎January 02, 2019

Thank you Mark. Just a few more clarifications

1) When I put A/R in the account and put $100, will it make the "open" invoice as "paid"?

2) I used custom Receipt number. This way I will not be able to that.. Right?

3) Is there a provision to print/email a payment receipt?

Anonymous · ‎January 02, 2019

Thanks for getting back to us, Davvyboy,

Allow me to chime into this conversation and share some insights about recording your customer payments.

At this time, creating a payment deposit towards the A/R account does not automatically tag an invoice as paid. What you need to do is to first link the deposit to the invoice through the Receive Payment option. Check out this article to know more about linking deposits to invoice: How to link a deposit to an invoice

Also, deposit transactions does not have custom transaction numbers. You can, however, use Sales Receipts instead of deposits to record your customer payments with receipt numbers. Just make sure you're using the Undeposited Funds account for you to deposit the payments together. Please see screenshot below:

Lastly, to print your payments, please follow the steps below:

Go to the Sales menu.
Go to the Customers tab.
Locate and click the customer name.
Go to the Transaction List section.
To print the Sales Receipt, click the Print link.
To print the invoice payment, click on the payment.
At the bottom part of the payment transaction, click on Print.

That should do it, Davvyboy. Please let me know if you need further help with your customer payments. I'm here to lend you a hand anytime. Have a great day!

qbteachmt · ‎January 03, 2019

All you need is a New Invoice, instead of that Sales Receipt. Make an invoice for the same date as the payment = the same as having a Sales Receipt, but as two parts, which normally isn't required. Normally, you don't need two separate Dates, for already being paid that same date, which is why you are using Sales Receipt. Now, you want New invoice with the same date as this Payment:

Make a New Invoice.

Apply the payment to the Old invoice + the New Invoice.

None of that other stuff even makes sense, and it bypasses a lot of what you want from your reporting.

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How to enter single payment for invoice and Sales Receipt?