Many small Amounts for single Original Amount

Hello there, CPDuvall.

I want to make sure we're on the same page with your concern. With that, I'll be needing some information to help me narrow down this issue.

May I ask what specific report in QuickBooks Desktop you're working on? When can you see the amount difference? Is it after opening the transaction?

I would appreciate any additional information that you can provide as it can help me narrow down the issue. Looking forward to your response and assisting you further.

@Charies_M

Please learn from the input here.

@CPDuvall

You see this in Cash Basis reporting, as Allocated amounts, when you also have an invoice that includes: Negatives, partial payments over time, credit memo or prior overpayment applied. Example:

I invoice for $100 income item + 7% sales taxes = $107 AR.

I get paid $50. That means on cash basis, everything on the invoice, including the Sales tax, is 50/107 paid, or about 47% paid.

Please see the attachment with a negative entry on it, to see this happens.

I am still confused on this issue and looking for an answer myself.  I don't have sales tax like the person who replied on here.  Mine is happening on a Transaction Detail By Account Report that comes up when I click on an expense on the Profit and Loss Report, and it gives me the detail of the total reported.  It will list out, just as mentioned in this example, several small amounts in the Paid Amount column, which total to the actual amount in the Original Amount Column.  The Original Amount Column is for the actual amount charged like on a credit card and that is what the Type column lists-Credit Card Charge (Example $675.48).  The Paid Amounts ($62.22 and $613.26) are random small amounts that total the Original Amount , but the Type Column says Invoice for these amounts.  I cant figure out what it is doing and would like to understand, if possible. This is for a construction business with a cost plus contract, so we are billing the client for actual expenses and they are reimbursing them.  It zeroes out but just confusing me.

Hello there, jenft.

I'm here to share to you how QuickBooks works.

The amounts under the Paid Amount is the actual amount you've received. For example, you have an invoice worth 3,355.34. You received a partial payment of 2,500. QuickBooks will now deduct 2,500 by line item. 

Refer to the sample computation below. The 2,500 is the 75% (round off) of the total amount. QuickBooks will divide it by line item including the sales tax, if there is.

Hope this clarify your confusion. Shoot me a reply if you need anything else.

Thanks so much for your response. Actually, I don't have sales tax and don't have a partial payment. It was a large amount invoiced and paid in full, but for no rhyme or reason, it will break down the payments for different expenses. Just like in the example above. It doesn't do it on every amount, but I can't figure out if I am doing something to cause it. I have no idea what the numbers are, and the amounts are always paid in full with no sales tax.  I tried to attach the example I mentioned but having issues posting it for some reason.

Alex, 

You can share how quickbooks works as much as you want but you still did not answer the question.  I have the same issue.  Please answer the question.

There is no partial payment or sales tax.  Just one invoice, one original amount but multiple paid amounts.  

Glad to see you here, @trainman.

The small amounts that are showing up on your reports can be caused by data damage. To get this sorted out, let's rebuild your file to help fix data-related issues.

To do these:

1. Go to the File menu.
2. Hover over to Utilities.
3. Select Rebuild Data.
4. On the QuickBooks Information window, hit OK. Follow the onscreen steps to save a backup.
5. Let the tool repair your file. It may take some time. QuickBooks may seem stuck, but as long as you can move your mouse, the tool is working.
6. When the tool finishes, press OK.

If the issue persists after performing these steps, you may proceed with verifying the data and then repair QuickBooks manually. Please refer to this link for complete details about this procedure: Resolve data damage with your QuickBooks Desktop company file.

However, if doing this doesn't make a difference, I recommend contacting our Customer Care Team. They have advanced tools like the remote-viewing that can help investigate the main reason for this matter.

To reach them:

1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
2. Choose your QuickBooks Product.
3. Select your QuickBooks version.
4. On the Contact Us page, click a topic.
5. Click on the Get Phone Number button to see the support number.

Let me know how it goes or if you have any other questions by leaving a reply below. I'll be around to provide further assistance. Have a lovely day!

45 Minutes on the phone with a person more interested in getting my account information than helping me.  Worthless phone support.  Also worthless replies from QuickBooks on this thread.  After stewing over it for a long time, I have discovered the issue. 

If you have an invoice for a customer with 5 expenses, and you include on that invoice a negative line (maybe some materials were returned for a credit).  the invoice total reflects the credit, but the credit is applied proportionally to the 5 expenses as a customer partial payment.  When the customer pays the remaining balance the rest of the 5 expenses get the payment applied proportionally less the amount already deducted from the credit that was previously applied.  

When you run a transaction report, each of the 5 "payments" shows up in the applied amount column while the original amount column reflects the total amount of the credit.  

Not sure what a better way to do this is, maybe you just always put credits in a Credit Memo.

Hi there, @trainman,

Being on hold on the line and not getting the resolution to your concern is not the kind of experience we want you to have. We want to make sure you're taken care of.

Yes, you're right. It 's recommended to create credit memos or issue a refund check when you need to return money to a customer.

You can check this article for the steps and instructions on how to record customer credits: Record a credit memo or refund in QuickBooks Desktop for Mac.

Feel free to contact me if you have follow-up questions about QuickBooks. I'll be available to provide further assistance. Have a good one!

I have experienced this also and it is very frustrating when providing detail reports to management.  Invoices created from Billable expenses post through a Reimbursable Income  account.  We report P&L on a Cash Basis, and THAT is where Quick books breaks down the simplest of line items into ridiculous Paid amounts, making it very difficult to reconcile accounts such as Reimbursement Income with Reimbursable Expenses. 

Payments on invoices are in full, no negative "credits" in the invoices.  

Hi there, LisaJ3.

I understand that this may cause confusion. At the moment, we're unable to modify it since it working as designed. 

Here are some of the articles for your reference:

• Customize reports in QuickBooks Desktop
• Understand reports

I'll be here if you need anything else. Stay safe!

I have had this problem for years and now, after purchasing the new QB Pro Desktop 2021, it is still happening! I have to spend many hours/days cleaning up this data before I can prepare taxes!

Our invoices are regularly paid in full within a month so we do not charge late fees. The problem is occurring if there is a refund for a NON-TAXABLE ITEM on the invoice but QB puts a percentage of that across the board to each line item including TAXABLE labor and NON-TAX items. These errors are a huge problem because it impacts the P&L reports and therefore, the Sales Tax Payable, and reports sent to the accountant who does not have time to hunt down all the errors.

I have done the > Utilities > Verify Data and >Rebuild Data in our old QB Contractor and the new QB Pro 2021. The problem persists!

I have had this problem for years and now, after purchasing the new QB Pro Desktop 2021, it is still happening! I have to spend many hours/days cleaning up this data before I can prepare taxes!

Our invoices are regularly paid in full within a month so we do not charge late fees. The problem is occurring if there is a refund for a NON-TAXABLE ITEM on the invoice but QB puts a percentage of that across the board to each line item including TAXABLE labor and NON-TAX items. These errors are a huge problem because it impacts the P&L reports and therefore, the Sales Tax Payable and reports sent to the accountant who does not have time to hunt down all the errors.

I have done the > Utilities > Verify Data and >Rebuild Data in our old QB Contractor and the new QB Pro 2021. The problem persists!

Having the same issue. How was this resolved? Any assistance would be great! 

Having the same issue. How was this resolved? Any assistance would be great! Thanks!!

Glad to see you chiming this thread, @Seaair3.
 

I want to ensure I can give you the correct details to address the problem. Could you please specify the type of report you're running? Please provide detailed information and attach a screenshot of the problem, as this will greatly assist us in understanding your concern and providing you with an accurate solution.
 

Please cover any personal identifiable information (PII) for security reasons.
 

I'll await your response and will be available to reply promptly. Please feel free to respond below. Stay safe.

Same issues stated above. The P&L doesn’t reflect the correct payment amount. Shows smaller amounts. All very basic. Invoice for $3,500 with 1 payment for same, but all reports reflect smaller payments which is not accurate. No taxes, no refunds, nothing for the amount to be incorrect. 

Hi there, Seaair3.

I appreciate the additional information you've shared regarding the invoice amount and payment. Let me share more troubleshooting to fix the small amounts on the P&L report.

Once you've paid an invoice, the original and paid amount should match since there are no taxes or refunds involved. As all reports reflect small payment amounts, let's run the QuickBooks Tool Hub to help fix data issues. I'll show you how:

1. Download and install the more recent version of the QuickBooks Tool Hub.
2. In the QuickBooks Tool Hub, select Program Problems.
3. Press Quick Fix my Program.
4. Start QuickBooks Desktop and open your data file.

Here's an article for further guidance: Fix common problems and errors with the QuickBooks Desktop Tool Hub.

If you need to personalize your reports, feel free to read the details from this link: Customize reports in QuickBooks Desktop.

Bookmark this reference in case you need to send reports regularly in the future: Set up and modify Scheduled Reports.

Please let me know how the instructions above go. Leave a comment below for any other questions about the report. I'm always here to help. Keep safe always!

Previously ran the ToolHub and that did not fix the issue. I was then told to upgrade from Premier so I did that. I upgraded to Enterprise 2024 and still have the same issue. 

Hi there, @Seaair3.

I understand how you feel about the discrepancies in your reports, and I assure you that we are here to guide you through resolving this issue. 

I recommend reaching out to our dedicated QuickBooks support team. They have the expertise to address your concerns effectively and provide the necessary guidance to ensure your reports accurately reflect the original amounts correctly.

Here's how:

1. Head to this link: Contact Us.
2. Select QuickBooks Desktop product and click Continue.
3. Select Contact Us and choose a way to connect with us:

• Start a chat with a support expert.
• Get a callback from the next available expert.

Moreover, you can also learn how to set up and modify Scheduled Reports in QuickBooks Desktop.

Please feel free to leave a reply if you have additional concerns besides running a report in QuickBooks Desktop. I'm always here to support you.

I have already tried that as well to no avail, but will try again. I was hopeful since this has been an issue, someone would know how it had been resolved for others.