Payment showing on AR Aging Report

I can guide you in resolving this issue, LWAY1.

It could be that the deposits are not affecting your accounts receivable account that's why they're not showing on your A/R Aging Detail report. To fix this, you'll have to locate and edit the deposits. Then, link them to your open invoices to ensure that your records are accurate and error-free.

Here's how to edit the deposit:
 

1. Select Accounting from the sidebar menu.
2. Go to Chart of Accounts.
3. Find the account you deposited the payment to, then click View Register from the Action column.
4. Locate and click the appropriate deposit to expand the view, then select Edit.
5. On the Bank Deposit screen, scroll down to Add funds to this deposit, then find the fund you need to edit.
6. In the Received From column, search and choose the correct customer.
7. In the Account column, search and select Account's Receivable.
8. Click Save and Close.

Once the deposit entry is updated, it's time to apply it as an invoice payment. I'll show you how:
 

1. Click the + New button.
2. Under Customers, select Receive Payment.
3. Select the Customer's name. You should now see all open customer invoices and outstanding credits.
4. Add the Payment date.
5. Under Outstanding Transactions, select the Invoice you need to mark as paid.
6. Under Credits, select the deposit entry.
7. Click Save and Close to complete the process.

Additionally, here's an article that you can read to help track all invoices that are due on a particular day or date range: Due invoices report.

If I can be of any additional assistance, please don't hesitate to leave a comment below. I'll be more than to help you again.

Thank you for the reply.  But when I go to the add funds section it is blank - the top portion labeled quickbooks payments is where all the deposit info is showing.  So I am unable to follow your directions.  Also, if I go to receive pmt for this customer the correct open balance is showing for that invoice.  So the payment has posted at least somewhat properly if the correct open balance is showing right?  Do you have any other recommendations? Thanks!

Good afternoon, @LWAY1. 

Thanks for reaching back out to the Community. I hope your week is going well so far. 

Since you've tried the steps above that my colleague provided, I recommend contacting our Customer Support Team. They have more advanced tools to help walk you through some additional details to fix this problem. Here's how: 

1. Go to the Help icon in the top right-hand corner. 
2. Press the Contact Us button. 
3. Give a brief description of the problem and hit Let's Talk. 
4. Scroll down and choose to Get a callback. 

That's all there is to it. For future reference, you can check out our tutorials page to see other available features in your QBO account. 

Let me know how it goes. I want to make sure that all of your concerns are addressed. I'm only a few clicks away if you need me. I value you and the success of your business. 

Looks like this issue has stumped the callback crew as well.  The first person spent lots of time & even brought in 2 other people to assist.  But in the end they could only suggest deleting & recreating the payment.  I had to leave the call & thought I could do that on my own.  But I changed my mind when I went to do it.  Since the one "problem child" payment was included with 2 other QB deposits that day I felt wrong about deleting the entire transaction.  So I tried another phone call.  She agreed w/ me that deleting the deposit would be a bad idea. Sooooo....my question remains.  Why would a payment transaction be showing up on my AR Aging Report?  It should show like all the others - as an invoice w/ a remaining balance due.

Hey there, @LWAY1.

I appreciate the additional details that you've shared. Let me provide the reason behind the negative amount that's showing up on the A/R aging report.

In QuickBooks Online, the negative balances mean the customer has overpaid compared to what you have billed them. In this case, it would be unusual to have open invoices. Thus, there are likely open/unapplied payments due to the overpayment state the customer is in.

You don't need to delete those deposits but instead, you can generate an invoice and apply the payment afterward. This way, all of the negative amounts from your deposits will be removed from the A/R Aging report. 

Once you're done creating the invoice, you can now link it to the payment. 

To do that:

1. Press on +New.
2. Select Receive Payment. 
3. In the Receive Payment window, choose a customer.
4. Enter the date when the payment was made. 
5. Under the Outstanding Transactions section, put a check mark on the invoice you want to pay.
6. In the Credits section, select the credit or deposit.
7. Hit on Save. 

To give you more insights regarding managing customers overpayment in the system, feel free to check out this link: Learn what to do in QuickBooks Online when a customer overpays you.

I'll be around to help if you need further assistance. Have a good day. 

No, the customer has not overpaid us.  They have paid half of their bill & still owe us the other half.  There must just be a strange glitch in QBO that's causing the AR report to list the payment transaction rather than the invoice transaction.  Hopefully when the customer pays the remainder this issue will go away.

I enter payment in Quick books . My contract is Senior whole health. I enter payment half amount is credited agains invoices and half amount not adjusted against Invoices and my aging summary of 90 days shows credit balance.

can you call me on [removed]

I’m here to help and provide information to you, Ilesh.

There are many different reasons why you could be left with a credit balance in Account Receivable. Whether due to an error in your original invoice, overpayments, or unapplied payments.

You can review your transactions. Make sure the payment you entered is applied to the invoice properly. Check out the date and the status of the invoice. It should be marked as Paid in the All Sales tab. I’ll show you how:

1. Select the Sales menu.
2. Go to the All Sales tab.
3. Locate the invoice.
4. Check the status and payment link to the invoice. QuickBooks automatically mark the payment as Closed if it’s totally applied against the invoice.
   

You can visit this guide to learn more about recording and receiving payments to invoices: Record invoice payments in QuickBooks Online.

Also, here’s an article that contains useful information about accounts receivable in QuickBooks: What are accounts receivable? It gives you tips on how to manage receivables efficiently.

Please let us know if you have more questions or concerns with payments or reports. We’re always here to help. Take care!

I have the same issue going on right now.  I have chatted with QB and gotten no resolve.  The invoice is marked as "paid" on the sales list you suggested looking at.  The payment shows on my aging report as a negative.  This is obviously an issue and needs to get a resolution.

Hello there, @Curtis15. 

It's nice to see you here in the Community. I'm here to share some information about the negative amount showing up on the A/R aging report. 

In QuickBooks Online, the negative balance shows when the payment date is before the Invoices/Bill. Also, when the Invoice/Bill is not within the date range of your aging report. 

For example, your payment date is from September, while your bill is from October. When you open an aging report from September, it will show a negative balance since there's no bill yet for that month. 

On the other hand, if you open a report for September and October, it will show zero. 

For future reference, you may visit this article and scroll down to Manage Accounts Receivable for more information: Available reports in QuickBooks Online.

To give you more insights regarding managing customers' overpayments in the system, feel free to check out this link: Learn what to do in QuickBooks Online when a customer overpays you. 

Drop a comment if you have any additional questions about the Account Receivable reports. I'm just a few clicks away to help you. Have a nice day.

This is happening to me too.  It's so frustrating.  I RARELY get anyone at QB that has any clue how to use QB let alone how to help.  It's a total waste of time to chat.

Thanks for joining this thread, @glskunks.

Have you tried following the suggested steps shared by my colleagues on this thread? If you haven't you can follow those steps and it might help you fix your AR reports.

Also, to ensure that I can provide the best resolution, can you share more details of your concern? You can also include a screenshot, so I'll know the main cause of the issue.

To learn more about handling reports in the program, check these resources:

• Learn how to get the most out of your financial reports
• Memorize reports in QuickBooks Online

 Please keep me posted on how things turn out. I'm here to assist you if you need more help with QuickBooks. Have a good one, @glskunks.

This happens frequently and randomly.  There is no difference in how we process these payments and the ones that don't show up.  It is pointless to go through 10 steps and waste more of my valuable time.  This is clearly a QB issue and needs to be resolved.  

Thanks for updating us on this, glskunks. Please know that your time is always valuable to us. I'm here to ensure this gets investigated.

I'd suggest contacting our QuickBooks Support Team. They're equipped with tools to check the cause. It'll also allow them to submit a ticket to our engineering team to alert them about the issue if necessary.

Here's how to contact our support:

1. Go to the Help (?) icon at the top.
2. On the Assistant tab, click Talk to a human.
3. Enter your concern in the Type something field, then click the send icon.
4. Click I still need a human.
5. Choose Get help from a human.
6. Select the Chat with us or Have us call you option.

To ensure that you'll be assisted on time, please see our support hours.

Additionally, I've included these resources that'll help you get different perspectives of how your business is doing. This way, you'll be able to make sure your books are accurate:

• Common Custom Reports in QuickBooks Online
• Reports included in your QuickBooks Online Subscription

Please come back and keep us posted on how it goes, glskunks. It's always our priority to ensure this gets resolved.

Was this issue ever resolved? I have full payment, all invoices linked to proper payment and closed.  The interesting issue on my payment was the amount came in $5 under paid (has happened before with no issue) - I wrote off the difference and closed the invoice. The A/R aging still shows the payment - need to resolve and don't see any resolution in long feed.  Any help would be appreciated! Thanks

Thanks for following this thread, @PPP3. When the deposits are not affecting your accounts receivable account, that means that the closed invoice isn't linked to the deposit.

Let's locate and edit the deposit, then link it to your invoice to fix this issue.

Here's how:

1. Go to the Accounting menu, then select Chart of Accounts.
2. Find the account you deposited the payment to, then click View Register from the Action column.
3. Locate and click the appropriate deposit to expand the view, then select Edit.
4. On the Bank Deposit screen, scroll down to Add funds to this deposit, then find the fund you need to edit.
5. In the Received From column, search and choose the correct customer.
6. In the Account column, search and select Account's Receivable.
7. Click Save and Close.

Then, apply it as an invoice payment:

1. Click the + New button, then select Receive Payment.
2. Select the Customer's name, then add the Payment date.
3. Under Outstanding Transactions, select the Invoice you need to mark as paid.
4. Under Credits, select the deposit entry.
5. Click Save and Close to complete the process.

For future reference, here's an article to guide you more in tracking all invoices: Due invoices report. 

Get back here if you need more help. We're always around to guide you.