Why does Open invoices show invoices that were paid?

Hi there, urban dweller. I'm here to provide some helpful information on why some paid invoices show up.

When invoices are unsettled, they remain open. It's possible that the transaction could be partially paid, which is why the paid invoices still show up.

If this is a saved customized report, please double-check all the filters to ensure that the report is only showing unpaid invoices.

I'll leave this article for you to have detailed steps and learn how to get the most out of your financial report: Customize reports in QuickBooks Online
 

Additionally, you can check this article to learn specific ways to customize your reports to get awesome insights: Common custom reports in QuickBooks Online

Feel free to reply to this post if you still have issues with running a report. I'm always here to help you. Take care.

Thanks, RhoiceW, everything you say makes sense, I can see how to customize the report, etc. However, the advice does not solve the problem that I posted about originally: even when filtered, the Open Invoices report still shows 5 invoices that I know are settled and paid. I am resorting to an outside spreadsheet to track this information. I'm disappointed that Intuit Online cannot produce an accurate report that I can trust.

Thanks for getting back to the thread. Allow me to chime in and share my thoughts about this matter.

I suggest reviewing the payment application process in the program and ensuring the correct application to the corresponding invoices. Here's how:

1. Go to the Sales menu.
2. Choose Customers or Invoices to navigate the specific invoice for which you want to review the payment.
3. Click on it to open the details.
4. Look for the Payments section within the invoice details.
5. Check the payment details to confirm, including the date, amount, and associated reference numbers.

Next, you can run the Sales by Customer Detail report. It provides a detailed breakdown of sales transactions, including invoices and payments for each customer, enabling you to track individual transactions, outstanding balances, and payment history.

If everything is fine, try accessing your account using a private browser to rule out the possibility of a webpage issue. Please refer to the following keyboard shortcuts based on your browser type:

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

If the private browsing session works, clear the browser's cache so the system can restart. This task is also possible in other supported, up-to-date browsers. Clearing the cache will reboot the system, allowing you to work with clearing the stocked cache and cookies causing the issues.

It would be helpful to memorize your reports in QBO. It will allow for easy access in the future and eliminate the need to go through the customization process again.

Please do not hesitate to contact us again if you have any additional concerns regarding QuickBooks. We are always here to assist you with any questions you may have. Stay safe!

Thanks JamesAndrewM but this did not fix the problem.

Hello there, urban.

I appreciate you returning to this thread and providing an update about your concern regarding paid invoices still showing in the Open Invoices report. Since the issue persists, let me direct you to the appropriate support team to assist you further on this matter.

I recommend contacting our QuickBooks Online Support Team. They're the best support group for such inquiries as they can request account information. This way, they'll be able to thoroughly investigate why paid invoices continue to appear in the mentioned report.

Here's how:

1. Open your QuickBooks Account.
2. At the top right, click the Help icon.
3. Choose the Assistant section.
4. Type your concern about invoices in the Type something field.
5. Click Talk to a human.

You may also choose the Search tab and click the Contact Us tab. You'll be pointed into the What can we help you with? page. Then, select how you want to contact them and fill in the information.

In case you need steps on how you can print, email, and export different reports in QBO, you can read this article: Run reports in QuickBooks Online.

Please don't hesitate to leave a comment below if you still have concerns about managing invoices or any related to QuickBooks. I'm always around to help, urban. Take care.

I had the same issue today.  I went to the received payment screen and unapplied the payment and saved the file.  I then went back and applied the payment again and it fixed the issue.  

I had the same issue today.  Go to the payment screen and un-apply the payment and save the screen.  Then re-apply the payment and save.  This solved my issue.

I am sorry is this is posted twice; they made me get out and sign in to post the comment.

I lied, it only fixed it in the open balance on customer information sheet.  It shows zero due, but it still shows up in the aging report, just like yours.  Sorry, I spoke too soon.  Might be a QuickBooks issue, I have seen several posts today with the same issue.  

It isn't the experience we want you to have, @Paintess.

Before anything else, we would like to ask if you've already tried customizing the report and applying the correct filters to reflect accurate data. If you haven't tried modifying the report, you can visit this page to learn more about the process: Customize reports in QuickBooks Online.

If the issue persists after customizing the report, it's best to contact our Customer Care Team so they can gather more details, access your QuickBooks Online (QBO) company in a secure environment, and conduct further investigation to determine the root cause of the problem. We'll write down the steps to get you going:

1. Sign in to your QuickBooks Online company.
2. Select Help (?).
3. Select either tab to get started:

• Assistant: Get quick, personalized answers. Select a suggested option, or type a question or topic you need help with. If you decide you need further help, you can still Talk to a human.
• Search: Search the QuickBooks Online knowledge base directly, or 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.

For support availability, please see this article: QuickBooks Online Support.

Moreover, here are some articles to help you create personalize sales forms and keep your report settings for future use:

• Customize invoices, estimates, and sales receipts in QuickBooks Online.
• Memorize reports in QuickBooks Online.

Know we value your time reaching out here in the Community space. If you need help managing invoices or running reports with specific details, please don't hesitate to visit us again so we can provide the information you need to address your situation. Keep safe.

It is not about how to customized the reports.  

The payments were received, applied to invoices years ago (like 2015-2023).  They are all showing as open invoices.  Please provide solution.  

Hi, @gmccwfh.

Welcome to the QuickBooks Community, and thanks for posting about your open invoices. I'll share some information on how you can handle this.

When invoice transactions from 2015-2023 were paid but still show in the Open Invoices report, it is likely because QuickBooks does not recognize that credit memos or payments entered weren't applied to the invoices.

Consider accessing the Invoices and Received Payments report in addition to the Open Invoices report, confirming the existence of linked payment transactions or credit memos for the invoices dated from 2015 to 2023. The report should also display any unlinked payments and unapplied credit memos.

The old paid invoices might be showing up as unpaid due to unapplied or unlinked payments. To resolve this, verify if the payments for these invoices are properly recorded. If they're missing, you'll need to enter them again. Here's how:

1. Click the +New button and select Receive payment.
2. Choose your Customer and Payment method.
3. From the Deposit to dropdown, pick the account you put the payment into.
4. In the Outstanding Transactions section, check the box for the invoice you're recording the payment for.
5. Enter the Reference no. and Memo if needed.
6. Hit Save and close.

I highly recommend consulting your accountant's advice throughout this process to maintain the accuracy of your records. If you don't have one, we can help you find a ProAdvisor.

On the other hand, if you want to receive payments manually with your invoice, I'll leave this article here as your guide: Record invoice payments in QuickBooks Online.

Feel free to contact us if you have further questions about managing payments with your invoices in QuickBooks Online. We are always here to help.

same problem here!

I appreciate you for noticing those open invoices are showing as paid. This can lead to inaccuracies in your totals and affect your financial assessments, so we want to get those fixed as soon as possible. Let’s explore this matter further to uncover the reasons behind it and ensure your reports accurately represent the true status of your transactions, Jim.

In QuickBooks Online (QBO), when invoices are left unsettled, their status remains classified as Unpaid. To effectively track these transactions, it's important to set the Accounts Receivable (AR) Paid option in the report specifically to reflect only unpaid invoices.  

To do this, let's begin by generating a Transaction List by Customer report and customizing it by including the A/R Paid column, which allows you to see the status of each invoice related to that customer.

Here's how:

1. Go to the Reports menu.
2. Enter Transaction List by Customer in the search bar.
3. In the upper-right corner, hit Customize report, then proceed to Columns.
4. Tick the A/R Paid box to add an extra column, in the Reorder section, then click the X icon.
   
   

    

Once done, you can also pull up the Open Invoices report to compare the two reports. This comparison will help you identify any discrepancies and ensure that all unpaid invoices are accurately accounted for.

Furthermore, here are some resources that can assist you in creating customized sales forms and preserving your report settings for future reference:

• Customize invoices, estimates, and sales receipts in QuickBooks Online.
• Memorize reports in QuickBooks Online.

The status of your invoices is essential for maintaining your business's financial health. Please know that I'm always here to help you. If you have further questions or encounter any challenges while navigating your reports, don’t hesitate to reach out. We’re here to support you.