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C
calicoellie
January 15, 2019
Question

Invoice appears in register

  • January 15, 2019
  • 3 replies
  • 10 views

Forgive the silly question but when I create an invoice, it appears in my register and deducts from my operating account.  Is that correct?  I understand that when I apply the payment, it will "clear it out" but I wasn't expecting to see it there.  Please advise.  

 

Thank you!

    3 replies

    Rustler
    Rustler
    Level 15
    January 15, 2019

    Check the item(s) you use on the invoice and insure that where you select an income account, it is an income account. 

     

    the item determines what account is posted to, and the total is posted to a/r

      N
      nsellers
      May 15, 2020

      Same thing is happening to me.  We went from QuickBook desktop to Online.  We have several HOA's all are good except for one.  The invoices it transferred over is showing in the bank register as a payment out of the account.  The Payee Account is Accounts Receivable.  I can't seem to figure out how to fix it, no one is helpful.

      Rose-A
      Rose-A
      Level 10
      July 19, 2020

      I still am having this problem and can't fix. I don't want invoices to customers for services to show up as a deduction/withdraw in my operating accounts. I tried to change the account of my "service" in Quickbooks to something like A/R, but it requires me to use an income account, like my checking. Please help.


      Hi, emv1.

       

      I'm here to help and share some information regarding handling customer's invoices with service items in QuickBooks Desktop.

       

      When creating a service item in QuickBooks Desktop, you'll need to choose an Income Account since you're charging it to a customer. This will control the flow of the data to accounts.

       

       

      Your Item is not the Accounts Receivable (AR). Once you process an invoice, this will automatically create your AR. 

       

      However, if don't want to use an Income Account, I'd suggest getting in touch with your accountant. Your accountant can provide more expert ways of dealing with this situation.

       

      You might find the following articles interesting. This will provide you the step-by-step process in handling customer transactions. Also, you can get more details about the different types of items and their meaning in QuickBooks Desktop:

       

      Understanding Items in QuickBooks

      Get started with customer transaction workflows in QuickBooks Desktop

       

      You can always get back to me if you have any other questions. I'd be more than willing to lend you a hand.

      C
      Cfpuinc
      February 14, 2023

      I am now having this same issue. To my knowledge, I haven't done anything different than I've done for the past several years.  I have almost 2 dozen invoices in my register. Even ones that are paid in full. I don't know where the problem lies. Please help. TIA.

      C
      Cfpuinc
      February 14, 2023

      I have a question for those of you having this issue.  Do these invoices by chance have multiple deposits with other invoices? Where you 'deposit' into 'undeposited funds' and then make a new deposit to the bank with the selected customers?  That seems to be the connection with mine.

      A
      Archie_B
      Level 6
      February 14, 2023

      Thank you for joining this Community thread, Cfpuinc. Let me address your concerns by providing some information about customer transactions and workflows in QuickBooks Desktop.

       

      When creating an invoice, you should ideally create or select a line item with an Income Account. 

       

      With that, you'll need to go through all the invoices in your register, double-check the product or service you added, and change the income account for each item. 

       

      Once you know the product or service item you added to those invoices, go to your Item List and update the account from there.

       

      Like this:

       

      1. Open QuickBooks Desktop.
      2. Go to the Lists menu.
      3. Choose Item List.
      4. Double-click the product or service item.
      5. In the SALES INFORMATION section, select the account in the Income Account dropdown.
      6. Click on OK to save.

       

      If you're unsure or don't want to use an income account, I suggest consulting an accounting professional to guide you in managing your customer transactions. 

       

      In addition, when QuickBooks receives customer payments, it automatically deposits them to an account called Undeposited Funds by default. You can check out these articles for more information about Undeposited Funds:

       

       

      Let me know if you still have other concerns or questions regarding customer transactions. I'd be glad to help. Take care and have a wonderful day!

      C
      Cfpuinc
      February 17, 2023

      Thank you for your 'automatic reply'. I have not done anything differently than I have been doing for over 5 years.  I use the same services, descriptions, and bank accounts. Nothing has changed. Except these invoices popping up. I thought when they became paid in full they would disappear, they did not.  By chance are they linked to the fact they are deposited with other payments? That's the only thing I can figure out. Not that I haven't done that before in the past as well.

      Thank you,

      Theresa

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