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Level 2

When I apply a deposit to an invoice the system do the automatic reg reversing the Unapplied Cash Payment Income, but now does not use the class, big problem!!!

 
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Best answer January 23, 2019

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Highlighted
Level 2

When I apply a deposit to an invoice the system do the automatic reg reversing the Unapplied Cash Payment Income, but now does not use the class, big problem!!!

Thanks a lot for all your responses. All this reading and analyzing make me find the answer!! And the problem was that I was assigning a class to the Account Receivable (and to the Account Payable too) so QBO use that one to the register automatically created when I made the deposit.

So, the solution was to errase the class on every deposit that was made to the account "Account Receivable"!!!.

And I did the same with the manual payments I register using the account "Account Payable".

 

Conclusion: Do not assign classes to the Account Receivable or the Account Payable, the proper class will be "take" from the Invoice or from the Bill on each case to report purposes!!! 

 

Best regards

 

A happy user!!!

View solution in original post

10 Comments 10
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Moderator

When I apply a deposit to an invoice the system do the automatic reg reversing the Unapplied Cash Payment Income, but now does not use the class, big problem!!!

Hi @qbo2,

 

I just want to verify about your concern with the unapplied cash payment income. Can you tell me more about it? Also, please let me know what do you need for the class tracking option? This is only available for the invoice and deposit transaction and not in the receive payment option. What report are you trying to view these transactions?

 

I appreciate if you can give me more details so I can walk through in the right directions. Thanks!

Highlighted
Level 2

When I apply a deposit to an invoice the system do the automatic reg reversing the Unapplied Cash Payment Income, but now does not use the class, big problem!!!

Thanks for your response.

 

I will try to be more specific. 

 

This is what I think about how works the "Unapplied cash Payment Income" account. 

Every time I record a Deposit, QBO create a register using this account in the date the deposit is made. And then when I apply this deposit to an invoice QBO create the register reversing the previos one using the Unnaplied cash Payment Income account. Everything looks perfect, but the situation change in my case because I am using "Classes". 

So When I see the Profit and Loss report using "Total Only" the account "Unapplied cash Payment Income" shows "CERO", but if I see the same report By Classes it shows a balance under my class called "Service" and the same balance under "Not Specified". I know I should not pay attention to this, but try to explain this to my boss... the additional job of adding and subtracting  every time  is not what I want to explain.

 

The same situation happens with the "Unapplied Cash Bill Payment Expense". and this really change the value of the Net Operating Income value.

 

I already tried to solve this making journals but the balance of this two accounts disappear using Cash Method, but appear using Accrual method.. I need to solve this situation in a better way.

 

Hoping to have been clearer this time, and thanks in advance for your help.

 

PS. Attached is a sample showing the two register created by QBO automatically and one have the class an the other have not. 

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QuickBooks Team

When I apply a deposit to an invoice the system do the automatic reg reversing the Unapplied Cash Payment Income, but now does not use the class, big problem!!!

Thank you for sharing complete details of your concern, @qbo2.

 

Allow me to share some information on how recording and applying invoice payments work in QuickBooks Online.

 

Unapplied Cash Payment Income and Unapplied Cash Bill Payment Expense are two default accounts in the system that cannot be deleted or changed. These are created  for cash-basis reporting.  

 

You'll see the Unapplied cash payment income on your reports if:

  • Payments are recorded in QuickBooks without applying or associating it with any sales forms (i.e. invoice, sales receipts).
  • An advance payment is made and is recorded in the system before creating any sales forms (i.e. invoice, sales receipts).

To fix this, here's how:

  1. Run the Open Invoices report.
    1. Go to Reports.
    2. Choose Open Invoices.
    3. Select the Date range of the report period.
    4. Click Run Report.
    5. Under the Transaction type column, filter to see Payment transactions.
      • If the Payment transactions matches any Open Invoice, proceed to Step 2.
      • If it does not matches any Open Invoices, go to Step 3.
  2. If the Payment transaction matches an open invoice:
    1. Choose the Payment date to open.
    2. Check the Open Invoice under Outstanding Transactions.
    3. Click Save and Close.
  3. If the Payment transaction doesn’t match an open invoice:
    1. Click the Plus icon (+).
    2. Select Invoice.
    3. Fill out the form with the same customer, amount and date as the payment.
    4. Click Save and Close.
    5. Go back to the Open Invoices report.
    6. Locate the unapplied payment, then select the date to open.
    7. Under Outstanding Transactions, check the Open Invoice.
    8. Choose Save and close.
    9. Access  your Open invoices report to see if there are any more transactions listed as a Payment. 

While the Unapplied Cash Bill Payment Expense will be included on your reports if:

  • Bill payments are recorded before creating any bills.
  • Recording bill payments without applying it.

To remove to Unapplied Cash Bill Payment Expense from the PL report, here's how:

  1. Open PL report.
  2. Go to the Unapplied Cash Bill Payment Expense section.
  3. Click the total amount to view the transactions that cause it.
  4. Go to the Plus icon (+) .
  5. Choose Pay bills.
  6. If you see bills matching the bill payments in the list, select the checkboxes next to them, then Save.
  7. If you don’t see a matching bill for one of your bill payments, create it:
  8. Click Plus icon (+) >> select Bill.
  9. Fill out the form with the same vendor/vendor, amount, and date as the bill payment.
  10. Hit Save.

That's should do it! This should get you on your way recording and applying deposits to your invoices. 

 

If there are any app features you’d like to get more familiar with, feel free to visit our Community page. I 'm always here to lend a hand.

Highlighted
Level 2

When I apply a deposit to an invoice the system do the automatic reg reversing the Unapplied Cash Payment Income, but now does not use the class, big problem!!!

Thanks @IamjuViel, I have already read, studied and analyzed what you kindly copy here, and this is not my situation. My problem is when I print the report Profit ans Loss by Classes, if I print just By total, the account appear in cero... I hope someone from QBO read my request, and really could help.

Highlighted
QuickBooks Team

When I apply a deposit to an invoice the system do the automatic reg reversing the Unapplied Cash Payment Income, but now does not use the class, big problem!!!

Glad to hear again from you, @qbo2.

 

I'd like an opportunity to clarify the reason why you're getting zero (0.00) in running your Profit ans Loss by Classes in QuickBooks Online.

 

If the bank deposit is created before creating the invoice, the deposit will be recorded under Unapplied Cash Payment Income. Just a heads-up though, deposit transactions should be recorded under the account "Account receivables" not on Unapplied cash Payment Income. 

                                        

 

So when you run the report for Accounts Receivable it will show an open balance  that you can apply to your invoice. On the other hand, when you run the Unapplied Cash Payment Income report it will show/report the invoice only.

 

Feel free to click on the Reply button if you have other questions about managing your transactions. I'm always here to help.

Highlighted
Level 2

When I apply a deposit to an invoice the system do the automatic reg reversing the Unapplied Cash Payment Income, but now does not use the class, big problem!!!

I think I haven't been clear. The pdf I sent is just to show you that in one of the to registers that QBO created, didn't complete the field class.

I don't get 0.00 running the report Profit and Lost by classes, and it is not because of the time I did de Deposit or the date of the Invoice.

 

I am going to make a one clear question. 

 

Why the register that QBO make automatically when the deposit is applicated to the invoice, does not complete the field "class"? Is this ok? Do I have to learn to live with this?

 

I just need the field class to be complete in both times when QBO uses the Account Unapplied Cash Payments Income, to be able to see my Profit and Loss by Classes correct.

 

 

Edu1st
Profit and Loss
January 1-22, 2019
By Class
 .ServicesNot SpecifiedTOTAL
Income   
   Service Sales278.00  278.00 
   Unapplied Cash Payment Income278.00 -278.00 0.00 
Total Income$        556.00 -$       278.00 $       278.00 
    
Tuesday, Jan 22, 2019 02:41:30 PM GMT-8 - Cash Basis  
Moderator

When I apply a deposit to an invoice the system do the automatic reg reversing the Unapplied Cash Payment Income, but now does not use the class, big problem!!!

Hi @qbo2,

 

Thanks for the detailed response.

 

I was able to check the whole thread. Unfortunately, QuickBooks Online doesn't provide an automatic assign of class tracking when adding the customer payment under the Unapplied Cash Payment Income account. You'll need to manually open the transaction and assign a class to it. I suggest you send us feedback so we can add this feature in the future. You can click on the gear icon, then choose Feedback.

 

If you have other concerns, please let me know. I'm always happy to help.

Highlighted
Level 2

When I apply a deposit to an invoice the system do the automatic reg reversing the Unapplied Cash Payment Income, but now does not use the class, big problem!!!

Thanks a lot for all your responses. All this reading and analyzing make me find the answer!! And the problem was that I was assigning a class to the Account Receivable (and to the Account Payable too) so QBO use that one to the register automatically created when I made the deposit.

So, the solution was to errase the class on every deposit that was made to the account "Account Receivable"!!!.

And I did the same with the manual payments I register using the account "Account Payable".

 

Conclusion: Do not assign classes to the Account Receivable or the Account Payable, the proper class will be "take" from the Invoice or from the Bill on each case to report purposes!!! 

 

Best regards

 

A happy user!!!

View solution in original post

Highlighted
QuickBooks Team

When I apply a deposit to an invoice the system do the automatic reg reversing the Unapplied Cash Payment Income, but now does not use the class, big problem!!!

Greetings, qbo2.

 

On behalf of my colleagues, I'd like to say that you're most welcome and I'm happy to know their responses were able to help you today.


We also appreciate the effort you made to resolve this, and that you decided to share your wonderful resolution with us. I'll be sure to have your response accepted as a solution so that it will be placed on top and other users can easily find it.

 

Thank you again for your contributions and all you do for the QuickBooks family, be sure to let me know if there's anything I can help you with. You're always in good hands here. Looking forward to hearing from you again, wishing you a lovely day.

Highlighted
Level 2

When I apply a deposit to an invoice the system do the automatic reg reversing the Unapplied Cash Payment Income, but now does not use the class, big problem!!!

Oh my, I have spent an entire day trying to fix this issue.  Please mark this as the solution!:

 

Conclusion: Do not assign classes to the Account Receivable or the Account Payable, the proper class will be "take" from the Invoice or from the Bill on each case to report purposes!!! 

Here's my post about the same problem, with full details on how I encountered it: https://community.intuit.com/replies/3740307

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