I'd like to help you record your sales, sarah17.
You use a Sales Receipt when your customer pays you right away. On the other hand, an invoice is used when your customer decides to pay you later. Only open invoices and unapplied credits will show in the Receive Payment page.
If you’d like to apply a credit memo to a sale, you’ll want to use an Invoice instead.
You can read through these articles between the difference of Sales Receipt and Invoices.
Let me know if you have other questions about receiving payments.
Thanks for replying. I'm doing sales receipts because we just received payment and it has always worked in the past so I'm not sure why it's not working now. Maybe QBO changed something? I guess I will change to invoices, I just don't understand why it has worked for me the last 4 years until now. Thanks!
Hello there, sarah17.
Thanks you for letting us know about what's working for your business. I'm here to provide additional clarification about receiving customer payment in QuickBooks Online.
When recording sales transactions, you use the Receive payment option for deferred payments. While sales receipt track payments and receipts at one time.
In addition to the information above, Entering invoice transactions and receiving payments affects the income and accounts receivable account.
You can try checking the article attached by my colleague Catherine_B.
Please know you can always come to the Community for all of your QuickBooks needs. I'll keep an eye out on your response.
I'm having the same issue something must have changed. I perform Make Deposits and any Credits/Refunds issued along with Sales Receipts would show so I can apply to a single deposit. As an Amazon Seller deposits come in batches so you have to show which orders were in a deposit along with any refunds you issued. It's just not working any more like used to. I hadn't done a refund since December so not sure when it changed. Now i have to list a separate credit/check in the account and manually note/reconcile against the actual deposit from Amazon. Why why why Quickbooks why change something that was not broke. Annoying.
Hi there, @CASeller13.
I appreciate the in-depth information you shared in your post. This will help us narrow things down. Let me share a few information about making deposits in QuickBooks Online.
When you put money in the bank, you often deposit several payments together at once. The bank usually records these as a single deposit. You also need to group these payments together in QuickBooks so your records match.
If you wish to show the credits/refunds transactions when making a deposit, you'll need to make sure that the transactions are deposited to Undeposited Funds account. This way, all your sales or expense transactions under undeposited funds will show on your Bank Deposit page.
In addition, the Undeposited Funds account holds the records of invoices payments and sales receipts so you can group them together.
You might also want to read this article for more information:
Let me know in the comment section below if you have any other questions with QuickBooks Online. It'll be always my pleasure to lend a hand.