Recording customer Credit Card payments

Hi there, @Rockmana LLC.

Thanks for reaching out to the QuickBooks Community. I hope your day is going great so far. 

By default, payments are deposited in the Undeposited Funds account. You can change the default account so the payments won't automatically go to the Undeposited Funds account. Here's how: 

1. Go to the Edit menu and then select Preferences.
2. Click on Payments from the list. Then go to the Company Preferences tab.
3. Select and uncheck the Use Undeposited Funds as a default deposit to account checkbox.
4. Hit OK.

You can also change the account right from the Sales Receipt screen. Here's how:

1. On the Homepage, select Create Sales Receipt.
2. Choose the customer from the Customer drop-down menu.
3. From the Deposit to drop-down, hit Undeposited Funds.
4. Fill out the rest of the form.
5. Select Save & Close or Save & New.

Always keep in mind to review the “Deposit to” field so you know where your payments are going.

That should do the trick. For more information about recording payments and deposits check out: Deposit payments into the Undeposited Funds account in QuickBooks Desktop. 

Please don't hesitate to let me know if you have any additional questions or concerns. Take care! 

HI, I am hanging in there, thank you.  I appreciate the response, and going forward this will be extremely helpful. my problem now, though is that I have 6 payments already in undeposited funds that I don't need to record as deposits, because I already logged the lump sum of deposits from my processor. I guess, my question is, how do I mark invoices paid without hitting the "receive payment" button?

I'm here to help you with the transactions from your undeposited funds and your deposit transaction in QuickBooks Desktop. 

It looks like your transaction was duplicated because you received the payment in the undeposited funds and also logged a deposit. To fix this, I recommend deleting the received payment from the undeposited account and then editing the deposit. Here's how:

1. From the Lists, go to Chart of Accounts.
2. Click the Undeposited Funds. 
3. Choose the customer and open the entry then hit Delete. 

1. 1. Go to Lists and choose Chart of Accounts.
   2. Open the register, and double-click the deposit.
   3. Locate the payment line item and choose the correct customer, then pick set Account receivable as the account.
   4. Make sure to allocate the correct amounts.
   5. Tap Save and Close.

Once you've completed these steps, go back to receive payments and apply the credit to the invoice transaction to mark it as paid. Use the following steps as a guide.

1. From Customers, hit Receive payments. 
2. Select the customer from the Received from.
3. Pick the entry and click Apply Credits, then tap the available credits.
4. Hit Done, then Save and Close. 

On the other hand, you can reconcile your account in QBDT to keep your QBO transactions the same as your accounts. 

We'll be happy to see you here again in the Community space. Feel free to post here again if you have any additional questions. We've got you covered, and we'll get back to you. Take care.