Solved

Invoice Issue

Forum|Forum|4 years ago
August 5, 2021
2 replies
1 view

I am a treasurer for one HOA and have just become treasurer or another HOA. The second one is small with only 27 members, but it was run using Excel, a checkbook, and dropbox for some record keeping. In my other HOA, In my other HOA, I prepare 87 annual dues invoices giving them a future due date. A lot of members prepay and the payments are recorded correctly. On the new HOA the invoicing is not working correctly and driving me nuts.

I create a dues payment without problems. I use the receive payments icon and the dues invoice appears and I apply the payment. So far OK. Then I reconcile for the month and find not only the payment in the deposits section BUT the invoice listed as an expense!

I have tried everything I can think of.

QuickBooks Desktop

Best answer by Catherine_B

Hello there, cthomas38.

I can help you troubleshoot the unusual display of transactions when reconciling an account within your company file.

If you used the Billable Expense feature which are expenses that are incurred by you on behalf of your customers, the expense transaction such as bills or checks will show up as an expense on your books and when you reconcile. It will show as income when invoiced, as you see in the Deposits and Other Credits section on your reconciliation window.

However, if you're not using the billable expense process, the unexpected behavior may have been caused by data issues within a company file. You can run a well-data checkup to make sure your company file is error-free. Let me show you how:

Close all windows running in your company file. Window menu > Close All.
From the File menu, choose Utilities.
Select Verify Data. If you see:
- "QuickBooks detected no problems with your data," no further action is needed.
- A specific error message, there may already be an article for it.
- "Your data has lost integrity," indicates there is data damage in the file.

You can continue to the steps to Rebuild Data to correct the problem.

Here's a link that provides more information on how to record common customer transactions and in reconciling an account in QuickBooks Desktop:

Keep me posted on how this works. Any additional information such as a screenshot of your reconciliation window is much appreciated. Have a great day!

C

Catherine_BAnswer

Level 9

Hello there, cthomas38.

I can help you troubleshoot the unusual display of transactions when reconciling an account within your company file.

If you used the Billable Expense feature which are expenses that are incurred by you on behalf of your customers, the expense transaction such as bills or checks will show up as an expense on your books and when you reconcile. It will show as income when invoiced, as you see in the Deposits and Other Credits section on your reconciliation window.

However, if you're not using the billable expense process, the unexpected behavior may have been caused by data issues within a company file. You can run a well-data checkup to make sure your company file is error-free. Let me show you how:

Close all windows running in your company file. Window menu > Close All.
From the File menu, choose Utilities.
Select Verify Data. If you see:
- "QuickBooks detected no problems with your data," no further action is needed.
- A specific error message, there may already be an article for it.
- "Your data has lost integrity," indicates there is data damage in the file.

You can continue to the steps to Rebuild Data to correct the problem.

Here's a link that provides more information on how to record common customer transactions and in reconciling an account in QuickBooks Desktop:

Keep me posted on how this works. Any additional information such as a screenshot of your reconciliation window is much appreciated. Have a great day!

C

cthomas38Author

Re: Billing Fee Issue

Perfect. I just deleted all the journal entries, extraneous reconciliation errors and went back 7 months anrd reconciled right through to the end of 2020 in less than an hour. It was so obvious I missed it.

Thank you for the quick response.

cthomas38