How to post a payment to closed invoice

Over 2 hours later, and still no resolution from chat or phone. Support? Forget about it. 

Hello there, KD. I'll share details on how you can post a payment to a closed invoice in QuickBooks Online (QBO).

To start, issue a refund to the credit card to return the amount to your client's account. For reference, check out this link: Void or refund customer payments in QuickBooks Online.

Your next step is to remove the payment to that invoice to open it. To do so, you can delete or void the transaction. Here's how:

1. Navigate to the Sales menu and select All sales.
2. From there, look for the payment.
3. In the Action column, click the dropdown and select Void or Delete.

Once done, you can now apply the payment from the insurance to that invoice. I'll guide you on how:

1. Navigate to the + New menu.
2. Next, click Receive payment.
3. From the Customer dropdown, click the name of the customer.
4. In the Payment method dropdown, select the payment method.
5. From the Deposit to dropdown, choose the account you put the payment into.
6. In the Outstanding Transactions section, select the checkbox for the invoice you're recording the payment for.
7. Enter the Reference no. and Memo if needed.
8. Click Save and close.

Additionally, you can run an A/R aging report to see the overview of your customers' outstanding balances, how much is still due, and how long they’re past due in QBO.

If there's anything else you need to know about managing invoices, please don't hesitate to leave a reply below. I'd be here ready to help to ensure your goal is achieved.

"Your next step is to remove the payment to that invoice to open it. To do so, you can delete or void the transaction. Here's how:..."

At this point, I get an error. 

"This transaction has been deposited. If you want to change or delete it, you must edit the deposit it appears on and remove it first."

As this was conducted via QBO Checking, I see no method by which to accomplish this. Instructions indicate to delete the transaction in my register. But that is obviously not an acceptable solution if I also am showing the credit. 

I appreciate your prompt response, KD. I'm here with some steps you can follow to get rid of the error message and successfully delete an invoice payment that was already deposited.

Once a payment has been deposited, making changes would prompt an error message. As it says, you'll need to delete the linked deposit first. 

I'd love to include the step-by-step process for your guidance:

1. Go to the Gear icon then select Chart of accounts.
2. Select the account where it was deposited then click on View regisster.
3. Click on the Funnel icon to filter the transactions to Deposit. Hit Apply.
   
   
    
4. Find and select the deposit.
5. Select Delete, then hit Yes to confirm the action.

After that, you can now follow the steps provided by my colleague above in sending a refund and applying the payment to the same invoice.

Moreover, in addition to running your AR reports and any other reports to get a snapshot of your business, please know that we can always focus on the details you need, read this article for more insights about personalizing your reports: Customize reports in QuickBooks Online.

Keep your posts coming if you've got additional questions about sending refunds to your customers in QuickBooks Online. I'll be right here to assist you further. Take care.