I am confused about auto-generated sales receipts and how to handle

I have another question..

I am going back through a bunch of customers in QBO trying to get rid of duplicate invoices but I am noticing that when I adjust the invoice to bring the bottom total to "0", there is then an "unapplied" payment. What does this need to be applied to? The auto-generated sales receipt was the payment they made and I can't make another invoice because I will still be "over".  I am just so confused

Thanks for getting back to this thread, Madison. I'll share information about the unapplied payment in your transaction list.

Unapplied payments are credits you enter once you record a received payment without an invoice link to it. Since you have this in your customer's transaction list, you can delete or void this transaction or create a journal entry to offset the unapplied payment.

If you want to void the transaction, the record of this transaction will persist in QuickBooks but will not affect your books in any way. However, if you want to delete the transaction, it will be permanently removed from your books. It will no longer be visible in any reports or accounts. You can follow the steps below for your reference:

1. Go to Customers & Leads, then click Customers.
2. In the list, select the customer you want to delete the transaction.
3. Locate the unapplied payment, then click the ▼ dropdown beside the Edit option.
4. Select Void or Delete.
5. A confirmation prompt will pop up, select Void or Delete to confirm.

Another option that you can use is to create a journal entry to balance your transactions. Here's how:

1. Click on the +New button, then select Journal entry.
2. Select Accounts Receivable in the Account dropdown, then under Debit, enter the amount similar to the unapplied payment.
3. Select the Undeposited funds or another account in the next line item, then under Credit, enter the same amount.
4. Click Save and close.

Once done, you can record a received payment and link the outstanding transactions made to offset the unapplied payment. You can reach out to your accountant to help you with the process.

Additionally, I'll leave these helpful articles as your references to manage your accounts and keep your account accurate and balanced:

• Categorize online bank transactions in QuickBooks Online.
• Reconcile an account in QuickBooks Online.

Let me know if you have other concerns about managing your unapplied payments in QuickBooks Online. I'm willing to lend you a hand. Have a great day!

Hi,

I am new to QBO and Acculynx, and I recently took a position within a company that utilizes both systems. We use Acculynx to build our quotes and invoices before recording them in QBO, and we enter payments in QBO and send them to Acculynx somehow. Can someone tell me the process/steps to link/record a payment or journal entry credit/debit to the customer's Acculynx account?  I am new to the systems and could really use any help/direction.   Thank you.

Welcome to the Community. Aressa.

Allow me to share some information on recording a payment or journal entry to your customer’s account using your QuickBooks Online (QBO) account. 

After creating the Journal Entry (JE) using the Account Receivable as the associated account, then choose the customer’s name from the Name column. 

Here’s how you can apply the JE as credit for your customer’s unpaid invoice:

1. At the left panel of your QBO account, click on + New.
2. Select Receive payment.
3. Pick your customer
4. Under the Outstanding Transactions, select the Invoice.
5. Under Credits, click on the JE entry to apply as credit. 
6. Click on Save and close. 

If you want to link payments from Acculynx to QBO, and given that Acculynx is a different app. I suggest contacting the Acculynx team support for assistance. Since this is a Quickbooks forum, Acculynx-related questions are best addressed by their support team. They will be able to provide you with the right solution for your needs.

You can also check this article about integrating apps in QBO: Integrate apps in QuickBooks Online. 

If you have further questions about recording journal entries or any QBO-related concerns. Don’t hesitate to leave a comment below. I’ll be here to assist you at any time.