cancel
Showing results for 
Search instead for 
Did you mean: 
DBunz
Level 2

Report Showing Invoices with Partial Payments

Hi is there a report QB desktop listing all invoices with a partial payment?  I need to have a column with the total payments made and the balance still outstanding.

Thanks

Solved
Best answer December 12, 2021

Best Answers
BigRedConsulting
Community Champion

Report Showing Invoices with Partial Payments

@DBunz 

QuickBooks won't show the amount applied to an invoice as a column on a detail report, but it will show the original Amount and the Open Balance. From there, you can export the report to Excel and add a calculated column for the applied amount (which equals Amount - Open Balance).

 

To get a report that lists each open invoice for a date range on one row, but no other detail, follow these steps:

- Start at Reports | Custom Reports | Transaction Detail.
- Change the filters on the report so they are:

Detail Level = Summary Only

Transaction Type = Invoice

Paid Status = Open

Date range = whatever is useful

- Add the Open Balance column and Amount column if it's not already selected.

- Run the report.

- Remove any unwanted columns.

 

The resulting report will display one row per open invoice:

 

Capture.JPG

View solution in original post

11 Comments 11
Angelyn_T
QuickBooks Team

Report Showing Invoices with Partial Payments

Hi there, @DBunz. It's my pleasure to help you with running a report that displays your invoices with partial payments.

 

In QuickBooks Desktop (QBDT), you may pull up the Customer Balance Detail report to see your customer invoices with their corresponding payments and balances. 

 

Here's how:

 

  1. Open your QBDT file.
  2. Go to the Reports tab, then click on Customers and Receivables.
  3. Select Customer Balance Detail.
  4. Filter the dates and other customization.
  5. Review your invoices and payments from there.

 

Otherwise, you can open each of your invoices to see its related transactions.

 

  1. Go to the Customers tab, then click on Customer Center.
  2. Tap on the Transaction column beside Customer & Jobs.
  3. Select Invoices to open each invoice.
  4. Hit on the Transaction column to see the payments link on your invoice.
  5. Repeat the same steps for other entries.

 

For more tips about handling your invoices in QBDT, you can open this article: Create an invoice in QuickBooks Desktop.

 

When you're ready to enter the full payment, check out this link as your reference: Record an invoice payment.

 

If you have any other questions about getting the details of your invoices with partial payments, let me know by adding a comment below. I'm always here to help. Keep safe!

DBunz
Level 2

Report Showing Invoices with Partial Payments

Thanks Angelyn - I think we are on the right track but for a Google Script I am hoping to find a report that I can run that will look like the attached?  I would filter by the date of the invoice and subtotal by invoice showing the total deposits made per invoice and the outstanding balance.  

 

Thanks again.

 

Dan

DBunz
Level 2

Report Showing Invoices with Partial Payments

Thanks Angelyn - I think this is on the right track but is there a report that would look more like the attached?  I would then subtotal by invoice.

 

Thanks again.

 

Dan

AlexV
QuickBooks Team

Report Showing Invoices with Partial Payments

Hi DBunz!

 

Thanks for the screenshot. Let me show you another report you can pull up that is similar to what you need.

 

Let's run the Open Invoices report, then customize it. Follow these steps:

  1. Go to the Reports menu, Customers and Receivables, then Open Invoices.
  2. Click the Customize Report button. From the Columns section under the Display tab, search and select these columns:
    • Type
    • Date
    • Num
    • Open Balance
    • Amount
  3. Tap OK.

 

This is how it looks like:Capture.PNG

 

However, since the Open Invoices report also shows the invoices that aren't paid, without partial payments, you'll want to export it to an Excel file. From there, you can remove those invoices. Simply click the Excel drop-down and select Create New Worksheet.

 

In addition, you'll want to visit https://developer.intuit.com since you mentioned Google Script. They can help you if you're building an application or integrating an app to QuickBooks Desktop.

 

I added this link for your reference in running, customizing, and saving a report in QuickBooks Desktop: Understand reports.

 

Comment again here if you have follow-up questions about running reports. Take care!

DBunz
Level 2

Report Showing Invoices with Partial Payments

Thanks Alex - Is there a way to only show invoices for a particular date?  I used the filter but it's still showing all open invoices up until that filtered date.  Or would I do this in Excel?

Mich_S
QuickBooks Team

Report Showing Invoices with Partial Payments

Let me show you another report that is related to the one you need, @DBunz.

 

Instead of pulling up the Open Invoices report, I recommend pulling up the Customer Balance Detail report. You'll be able to see the invoices you need for a certain period this way.

 

Here's how you can do it:

  1. Open the Reports menu.
  2. Go to Customers & Receivables.
  3. Select Customer Balance Detail.
  4. From the top, click on the Date drop-down and select Custom.
  5. After that, select the From and To dates then click anywhere on the report to refresh.

 

For more details on how you can manage your reports in QBDT, see this guide: Customize customer, job, and sales reports in QuickBooks Desktop.

 

Keep us updated by leaving a comment on this thread. The Community has your back. Take care and have a great rest of the week!

DBunz
Level 2

Report Showing Invoices with Partial Payments

Thanks Mich - I tried it and it looked promising.  It took 30 minutes to export since we have a lot of accounts.  I couldn't find a filter to only include invoices for a particular date to make it faster.  It still includes every account per the attachment.  I tried Amount => .01 but that didn't work.  Also, this looks to be at the company level.  I really need it at the invoice level - any invoice for a particular date that has a deposit.  If a company has multiple invoices for multiple dates this report seems to account for all of them.    

Ethel_A
QuickBooks Team

Report Showing Invoices with Partial Payments

Thank you for getting back to us, @DBunz. I appreciate you providing us with more information and screenshots. This way, we can understand your concern and give an efficient response. I'll be happy to walk you through running a report that will show invoices with partial payments on a specific date.

 

You can run a QuickReport of the Accounts Receivable. Follow the steps below:

 

  1. Go to the Lists tab.
  2. Select Chart of Accounts.
  3. Choose the Accounts Receivable.
  4. Right-click your mouse, then choose QuickReport: Accounts Receivable.
  5. Go to Customize Report.
  6. From the Display Tab, search and select the Paid and Open Balance.
  7. Under the Filters tab, search the Transaction Type and choose Invoice.
  8. From the Filters tab again, search the Paid Status and select Open.
  9. Add the specific data that you want to run a report.

 

To learn more about running reports in QuickBooks Desktop, you can check this article: Understand reports.

 

I'll be right here to help you if you have any other questions about running reports. Have a good day ahead!

BigRedConsulting
Community Champion

Report Showing Invoices with Partial Payments

@DBunz 

QuickBooks won't show the amount applied to an invoice as a column on a detail report, but it will show the original Amount and the Open Balance. From there, you can export the report to Excel and add a calculated column for the applied amount (which equals Amount - Open Balance).

 

To get a report that lists each open invoice for a date range on one row, but no other detail, follow these steps:

- Start at Reports | Custom Reports | Transaction Detail.
- Change the filters on the report so they are:

Detail Level = Summary Only

Transaction Type = Invoice

Paid Status = Open

Date range = whatever is useful

- Add the Open Balance column and Amount column if it's not already selected.

- Run the report.

- Remove any unwanted columns.

 

The resulting report will display one row per open invoice:

 

Capture.JPG

DBunz
Level 2

Report Showing Invoices with Partial Payments

BigRed you are the Champ!  You did it.  Nice job.  I really appreciate it.  All my lost hair over this is starting to grow back already.  I can't thank you enough.

DBunz
Level 2

Report Showing Invoices with Partial Payments

BigRed - You are the champ!  You did it.  All the hair I lost over this is starting to grow back already.  I can't thank you enough.

Need to get in touch?

Contact us