Payments applied to invoices

Christine,

Thanks for the information. It helps me to match invoices with payments. It groups the payments near the invoices.

Jo Ann

Thanks for getting back with the Community, accountingnwt.

I'm happy to hear ChristineJoieR was able to help you find a report that shows your original invoices amounts and which payments are applied to invoices by invoice numbers.

I've also included a detailed resource about working with reports which may come in handy moving forward: Reports included in your subscription

Please feel welcome to send a reply here or create a new thread if there's ever any questions. The Community's always here to help. Have an awesome day!

As of today, there is no Invoices & Received Payments report in qbo.  They have removed the only report where you can track the application of your payment to a corresponding invoice.

Very frustrating as their "patch" report instructions do not work.  I've tried the "Cash Receipts" journal instructions as well as the "Customer Balance Detail" report.  Which, by the way, does not offer selection of transaction types in the filter.  As a Quickbook Pro, I'm astonished at the nonsense reports versus the needed reports.

Please get someone in your tech department that actually uses QB's and knows what reports we, as accountants, need.

@ablasco 

I have QBO Advanced & just ran that report.  It's located under the "Who Owes You"  section

@ablasco 

I have QBO Advanced & just ran that report.  It's located under the "Who Owes You"  section.

Hopefully, this report is what you are looking for!

Every time i try to access Invoice and Received payment

Hello there, @Kfagan41. Let's do some troubleshooting steps for you to access the invoice and receive the payment report. 

First, let's ensure you're connected to a strong connection. If the issue continues, let's open your QuickBooks account in a private window to rule out browser-related issues. Here are the keyboard shortcuts:

• Google Chrome and Microsoft Edge: Ctrl+ Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Safari: Command + Option + P

If you can successfully access the report, return to your regular browser and clear your cache. Occasionally, the accumulated cache and cookies in the system can become outdated or corrupted, leading to unexpected behaviors. You can also switch to other installed supported browsers, which is a good alternative.

After generating the Invoices and Received Payments report, you can customize and save the customization process by memorizing it.

I'm here available to help you, @Kfagan41. Please do not hesitate to return here if you require further assistance generating reports in QuickBooks Online. 

This is great information, thank you.  Is there a way to run this report but have it also list the unpaid invoices as well with a running account balance?  Basically like an account transaction statement, but it pairs the payment to the invoice.

I understand that you need assistance in running reports for account transaction statements that include unpaid invoices, @nhopper.

To achieve this, I recommend running two separate reports and then exporting them to an Excel file. After that, you can combine the two transactions to get the desired result. To ensure that the unpaid invoices show up on the reports, you just need to follow the steps below:

1. Go to the Report tab, and find the Invoice and Received payment in the Search bar.
2. Sort the dates and other details. 
3. Press the Customize button in the upper left to change the column.
4. Then, navigate to the Rows/Columns dropdown and put a checkmark on the Customer checkbox and A/R Paid to show the unpaid invoices.
5. Hit Run Report once done.

For future reference, here's an article on how to reconcile in QuickBooks Online: How to reconcile your accounts.

I would love to hear from you! Feel free to leave a comment below if you have any questions about running your reports. Have a fantastic day!

Hi there, 

This report is kind of what I need, but if I have a payment that I partially apply across multiple invoices, I cannot retrieve that data. It will tell me the total payment number and the invoice portions show to invoice amount, not the amount of the payment applied against that invoice.

For example 

2024-04-18   Payment   371006    86.00     Store Sales
2024-04-17   Invoice      1256        400.00   Store Sales
2024-04-16   Invoice      1254        410.00   Store Sales

In this example, there is no way to know how the $86 was allocated without drilling down into each payment. 

 
I would like to get a non-grouped list of payments that have been put against each invoice number. Or even change this report to show the allocation rather than the invoice total.

Here is what I would ideally like to see:

2024-04-18   Payment   371006    43.00     Store Sales  1256    Visa       
2024-04-18   Payment   371006    43.00     Store Sales  1254    Visa     

Hi there, 

This report is kind of what I need, but if I have a payment that I partially apply across multiple invoices, I cannot retrieve that data. It will tell me the total payment number and the invoice portions show to invoice amount, not the amount of the payment applied against that invoice.

For example 

2024-04-18   Payment   371006    86.00     Store Sales
2024-04-17   Invoice      1256        400.00   Store Sales
2024-04-16   Invoice      1254        410.00   Store Sales

In this example, there is no way to know how the $86 was allocated without drilling down into each payment. 

 
I would like to get a non-grouped list of payments that have been put against each invoice number. Or even change this report to show the allocation rather than the invoice total.

Here is what I would ideally like to see:

2024-04-18   Payment   371006    43.00     Store Sales  1256    Visa       
2024-04-18   Payment   371006    43.00     Store Sales  1254    Visa     

Hi there, 

This report is kind of what I need, but if I have a payment that I partially apply across multiple invoices, I cannot retrieve that data. It will tell me the total payment number and the invoice portions show to invoice amount, not the amount of the payment applied against that invoice.

For example 

2024-04-18   Payment   371006    86.00     Store Sales
2024-04-17   Invoice      1256        400.00   Store Sales
2024-04-16   Invoice      1254        410.00   Store Sales

In this example, there is no way to know how the $86 was allocated without drilling down into each payment. 

 
I would like to get a non-grouped list of payments that have been put against each invoice number. Or even change this report to show the allocation rather than the invoice total.

Here is what I would ideally like to see:

2024-04-18   Payment   371006    43.00     Store Sales  1256    Visa       
2024-04-18   Payment   371006    43.00     Store Sales  1254    Visa     

Thanks for elaborating on your concern regarding your invoice report, DW-000000.

When running an Invoice and Receive Payment report in QuickBooks Online (QBO), it won't show the ungrouped list of payments allocated to the two invoices. As a workaround, you can check in the Customer tab to see the amount due to each invoice. I'm here to guide you.

1. Go to Sales.
2. Select Customers.
3. Choose your customer name.
4. In the Transaction List tab, you can see the outstanding amount for each invoice.

Moreover, to make the most out of your reports, I suggest checking out these informative guides:

• Customize reports in QuickBooks Online
• Memorize reports in QuickBooks Online

Should you have an additional concern regarding your invoices in QBO, please post them here in the Community.

Hi, My main issue is not the grouping, but rather that it does not show what was paid on each invoice. This is a real example:

For example 

2024-04-18   Payment   371006    86.00     Store Sales
2024-04-17   Invoice      1256        400.00   Store Sales
2024-04-16   Invoice      1254        410.00   Store Sales

The payment was $86, but the invoices show the total invoice amount, not the amount that was paid on each invoice. So I cannot see how the $86 was split across the two invoices. It might have been 50%-50%, or it could have been 30%/70%. When you drill into the payment screen it shows the detail about the amount on each invoice. I want that data in a report, but I cannot find it anywhere.

Here is what I would ideally like to see, where the amount is the amount split across the invoices. 

2024-04-18   Payment   371006    23.00     Store Sales  1256    Visa       
2024-04-18   Payment   371006    63.00     Store Sales  1254    Visa    

Also, I'm sorry about the triplicate post. The fact that there were strange errors and then my post did not show up immediately had me doing it over and over

I know a way for you to see the payments applied to your invoices, DW-000000.

Before we proceed to our next steps, please know that if you select multiple invoices as you record the invoice payments, it will combine the payment amount when you run the report. As an alternative, you can export your report to Excel and then manually break down the details from there. For future transactions, it's best to ensure recording the invoice payments individually.

If you want to see the payment entry and the invoice that includes it, you can consider pulling out an Invoice and Received Payments report. On the other hand, if you only wish to view the payment transactions, we can run a Transaction List with Splits report.

Here's how:

1. Go to the Report menu, then enter the report's name from the Find report by name search field.
2. Click the Customize button.
3. From the General section, click the Report period dropdown and select All Date or according to your preference.
4. Go to the Rows/Columns section, press the Group by dropdown, and choose Account or other options. Then click Change Columns.
5. Tick the Date, Transaction Type, Num, Name, Amount, and Payment Method. You can also add other columns as well.
6. Press the Filter dropdown.
7. Click the Transaction Type dropdown, then choose Invoice, Payment, and other transactions you like to view in the report.
8. Press the Name dropdown and select your customer's name, or you can choose All.
9. Tick the Account and Payment Method option, then click their dropdown if you'd like to see its specific details.
10. Press Run report once done.

You can click the Payment word under the Transaction Type column to see the full details of the transaction.

For more information about customizing your reports, kindly refer to these materials:

• Customize reports in QuickBooks Online
• Customize reports in QuickBooks Online using a modern view

You can also refer to this article if you'd like to print, export, or email your reports and use them outside QuickBooks: Run reports in QuickBooks Online.

Feel free to tag and share your questions with us, DW-000000. We'll gladly help you find and provide a resolution to your concern.

The report does not show you the amount that was applied to the invoice.  It shows the total invoice amount.  If you add all the invoices listed under the payment, they do not match the payment amount.  It is important to see a payment report that shows the amount applied to the invoice(s).  There are no filters or options to show the amount applied to the invoice. 

@IrizA  It appears your response is inaccurate.   The Transaction List with Splits  does not address the issue of seeing the amount applied to each invoice in the payment.  None of the Customize options show the invoice number with the amount of the payment that was applied to that invoice, as in the example @DW-000000 gave.

Additionally, Excel can rearrange, filter, extract, calculate, and subtotal data, but not "break down" information not already provided. There is no report in QBO that can be exported to Excel to "manually break down the details" to show the payment amounts applied to invoices for each payment transaction.

Thanks for joining this thread, bottomlineusa. 

I understand how valuable it would be to add a column for applied payments on the Invoices and Received Payments report for better tracking and management of your business finances. However, the option to do so is currently unavailable in QuickBooks Online. That said, I recommend submitting your suggestion through the feedback section, as our product development team reviews these inputs to consider new functionalities for future updates. Your insights are essential as we work to continuously improve our product.

Here's how to send feedback:

1. Head to the gear icon.
2. Under Profile, select Feedback.
3. Enter your product suggestions.
4. Click Next to submit.

For additional details on generating reports, you can explore this article: Run reports.

To streamline your process in the future, consider this guide on saving your report customization settings: Memorize reports.

Running reports is crucial for gaining insights into your business. While the feature you suggested isn't available yet, your feedback is appreciated. If you have any other concerns about running and customizing reports, feel free to reach out. The Community is always available for you, bottomlineusa.

@bottomlineusa 

"If you add all the invoices listed under the payment, they do not match the payment amount."

That's true only if you apply the payments to multiple invoices without applying the payment to the open invoice balance in full.  Your screenshot appears to show you received a payment of $2,040.52 and applied it to 19(!) different invoices.  Is there a reason you don't apply the payment to the oldest invoices first?  That's the generally accepted hierarchy of applying payments to open invoices.  Just curious. 

First, not all customers pay their invoices in full, for various reasons.  Also, it is important to apply payments to invoices in the amounts the customer intended, to match their records. 

The screenshot I provided was from a client and they hired someone to supposedly fix their books, but instead that person uploaded 10 years of journal entries erroneously .  Their current QBO file is such a mess that it cannot feasibly be corrected. 

I am starting a new QBO file for them, exporting current FY entries and importing them to the new file, excluding the journal entries. However, I am unable to import the Payments because none of the reports in QBO shows the applied payment amounts to the invoices. Because of that. the client has to reenter the hundreds of payments that did not import (the payments that paid invoices in full did import).  

I put in a request with Intuit to add a column for applied payments on the Invoices and Received Payments report! It is critical for various reasons.  A f few of examples are:  One, the reason I explained above. Also,  the information would help troubleshoot and find errors in data entry, or to see how someone is entering payments.  And, it would help to be able to compare how a business is applying customer payments to how their customer is applying payments on their end.

It would be great if others would put that request in to Intuit.  Simply request "to add a column for applied payments on the Invoices and Received Payments".  That would help to implement the request if enough people request it.

First, not all customers pay their invoices in full, for various reasons.  Also, it is important to apply payments to invoices in the amounts the customer intended, to match their records. 

The screenshot I provided was from a client and they hired someone to supposedly fix their books, but instead that person uploaded 10 years of journal entries erroneously .  Their current QBO file is such a mess that it cannot feasibly be corrected. 

I am starting a new QBO file for them, exporting current FY entries and importing them to the new file, excluding the journal entries. However, I am unable to import the Payments because none of the reports in QBO shows the applied payment amounts to the invoices. Because of that. the client has to reenter the hundreds of payments that did not import (the payments that paid invoices in full did import).  

I put in a request with Intuit to add a column for applied payments on the Invoices and Received Payments report! It is critical for various reasons. A few examples are: One, the reason I explained above. Also, the information would help troubleshoot and find errors in data entry or see how someone is entering payments. Additionally, It would help to compare how a business is applying customer payments to how their customers are applying payments on their end.

It would be great if others put that request in to Intuit. Simply request "to add a column for applied payments on the Invoices and Received Payments." If enough people request it, that would help implement the request.

@bottomlineusa 

"First, not all customers pay their invoices in full, for various reasons. Also, it is important to apply payments to invoices in the amounts the customer intended, to match their records."

Of course.  I was a corporate controller for 20 years (now working on my CPA) and payment terms (and how those payments are applied) should always be dictated by the company providing the product/service, not the customer.  That's part of the agreement a customer makes when applying for credit terms.  But, I get your point of wanting to see the amount of a single payment applied to multiple invoices.       

I agree in part with your point.   I have been working hands-on in business and accounting, and closely with CPA's and corporate attorneys for 48 years.  Customers/clients must adhere to the agreed-upon payment terms outlined in the contract or invoice.  However, many businesses grant terms without a "contract".  They just state the terms on the invoices. If the customer has multiple outstanding invoices and pays some of them, businesses must apply those payments according to what the customer says they are paying.  In some limited cases, if a customer has multiple outstanding invoices and does not specify which one to apply a payment to, the business might apply it based on their own judgment, but this should be handled with transparency.  Additionally, when there is a dispute on an invoice and the customer short-pays, it is not prudent for the company to apply the partial payment to another invoice. 
Thank you for sharing your thoughts.  If you have further debates on this, perhaps we can chat separately.