On invoices there is a dropdown called Invoice Activity. where does the viewed information come from

Let me shed some light on the viewed status of your invoice in QuickBooks Online (QBO), direct. This way, you'll get familiar with the different statuses of your transactions.

The Viewed status on your invoice indicates that your customer has received and opened the email. Please note that this status is only visible when you are online or connected to the internet.

Moreover, the following are the different stages of the transaction you can view under the invoice activity section:

• Sent: The invoice was sent using one of the email options in QuickBooks.
• Paid: You recorded a payment for the Invoice in QuickBooks. The history displays partial and complete payments.
• Deposited: You record a payment deposit in QuickBooks.

In addition, you can refer to this article for instructions on how to log a payment in your records when your customer settles their open balance: Record an invoice payment.

Drop me a comment below if you have any other questions. I'll be more than happy to help. Wishing you a good one!

I have a 2 further questions on the "status" of the partial payments shown as "activity" against an open invoice. Invoice activities [see below] are displayed as points connected by a vertical gray LINE [right hand side of the screen].

1. Partial payments APPLIED to the invoice are shown as GREEN CIRCLES in the line. But some partial payments also have a LIGHTER GREEN RING around the darker green circle while others do not. What is the MEANING of the CIRCLE and of the RING? [QBO is poor on navigation to documentation if any exists.]

2. Beneath the partial payment on the activity line is a link that says "View payment #abcd" ... but when I follow the link it takes me to a "Receive Payment #wxyz" [where "wxyz" is the customer check#].  I have been unable to find the reference to "abcd" associated with the partial payment anywhere in QBO.

QBO's lack of [or failure to grant the user easy access to] the hard transaction references that must be internally generated as keys to associate the different GL entries associated with a single accounting transaction [like a shared JE# relates its various gl entries] leaves the user wondering what QBO did behind the curtain when [s]he takes a certain path to recording a transaction. We know there must be something there that permits us to "undo" the transaction and presumably reverse the various GL entries ... but QBO seems unwilling to share that with us in any search or report which are simply queries using that info. Why not share it?

screen shot to explain my problem ...

I appreciate you providing the details, Studium. I'll help you address your questions one by one and delve into the details surrounding the "Invoice Activity" in QuickBooks Online (QBO):

1. Meaning of the Green Circle with Shadow (Lighter Green Ring):

The green circle with a shadow around it in the Invoice Activity indicates the payment has been partially applied to the invoice. This means there is still a pending or unprocessed amount associated with it. This situation could arise if the payment is still being reconciled or if additional details need to be completed before the payment is fully recognized. 

2. Hyperlink Discrepancy in View Payment:

The issue of clicking View Payment #abcd and being routed to View Payment #wxyz can be confusing.

When QuickBooks isn't behaving as expected, I recommend using a private or incognito window to rule out errors or glitches. 

You can use the following keyboard shortcuts depending on your browser:

• Google Chrome: Ctrl + Shift + N
• Safari 11 or newer: ⌘ + Shift + N
• Mozilla Firefox: Shift + Ctrl + P
• Microsoft Edge: Ctrl + Shift + N

If the above method works well, you can switch to your usual browser and clear your browsing history. The System's supported browser is recommended for the best and most secure experience and ensures you have a stable internet connection to access QuickBooks Online.

Nevertheless, QuickBooks Online generates unique internal references for each transaction to link them to their related invoices and payments within the System. This approach guarantees every payment, whether partial or complete, is accurately documented and traceable to its original transactions.

Additionally, you can explore these helpful articles to track the historical activities and overall financial management:

• Use the audit log in QuickBooks Online
• Reconcile an account in QuickBooks Online

Thank you for your detailed inquiry and patience as we navigate these complexities together. I am here to help ensure your experience with QuickBooks Online is as smooth and efficient as possible.  If you have any questions or need assistance, please reach out. We are committed to helping you achieve clarity and accuracy in your financial management.

I am using Windows 7 and Firefox 115.17.Oesr (64bit) ... is that a browser compatibility problem? It's the latest Firefox available for my OS.

1. Meaning of the Green Circle with Shadow (Lighter Green Ring):

The "circled" payment has exactly the same info as the uncircled ones as far as what is displayed on the Receive Payment screens for each one. How am I as a user supposed to know what flags and switches QBO has set on and off behind the screen due to some data discrepancy? If the program is going to flag an "error" or "incompletion" shouldn't it simply tell the user the problem it found? The longer I use QBO the more "gaps" I find ... an unhappy surprise.

2. Hyperlink Discrepancy in View Payment:

Followed your advice ... thanks ... but NO LUCK on anything. Same discrepancy between the payment #### shown on the Invoice Activity screen and the Receive Payment ### shown on the payment screen when I take the Invoice Activity link to review the received payment. Suggestions?

Thank you for getting back to us, Studium. I appreciate you for trying the recommended steps provided by my colleague above. I'm here to route you to the best support available.

Since the issue persists, I recommend contacting our QuickBooks Online Support Experts for further assistance. They have the expertise to investigate the problem more thoroughly and provide a tailored solution.

Here's how to reach them:

1. Click the Help menu in the upper-right-hand corner.
2. Type in Talk to a human, then press Enter.
3. Select Contact Support Team.
4. Type again Talk to a human and click Contact Support Team.
5. Choose a way to connect with us.

Additionally, I’m excited to share some valuable resources that will help you effectively manage your sales receipts in QBO. These resources cover how to personalize the sales form: Customize invoices, estimates, and sales receipts.

Your experience is paramount to us. I want you to know that the Community team is always here to assist you with any future QBO inquiries. If you have questions about other sales forms. We're dedicated to providing the support you need every step of the way.