Sales by Customer Detail showing wrong numbers in cash basis when there is a negative sales item on the invoice.

Thank you for reaching out to us, @jaredjbaker.

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I'll be glad to help you with your report's concern.

The noticeable discrepancy between the Profit & Loss and a Sales reports such as Sales by Item may be due to one or more issues:

• The date range of the reports does not match.
• The accounting bases of the reports do not match.
• Sales items point to incorrect sales accounts.
• The P&L report includes transactions that do not use items.
• List of transaction damage in the data file.

After finding the issue, and still having problems you can check on this article: Fix data damage on your QuickBooks Desktop company file.

You can also check how to fix company file and network issues with QuickBooks File Doctor for more information about reports.

We're always here in the Community to help if you have other questions related to QuickBooks. Stay safe!

I am having the exact same problem with our QB Desktop. I just noticed on our Cash P&Ls that two invoices that we used negative numbers on (customer prepays postage and we credit back the unused portion on the invoice) are not showing the paid amounts of the invoices correctly at all - it is WAY less than it should be.

For example - one invoice line item is for Graphic Design at $2300. The invoice line is accrued to the correct income item, the client's payment was received correctly, and the payment was deposited in the bank account correctly. The accrual P&L shows up fine. However, when I run the cash P&L, this line item shows up as a payment of $48.78 instead of $2300. This is happening to multiple line items on the invoice.

We have not used negative numbers on any other invoices, and all of those are showing up in the cash P&L correctly, so it HAS to be something to do with the negative numbers. Any advice for that point in particular?

I'll help you fix this, WRGadmin.

Since you accept upfront deposits, you'll want to make sure that they're properly set up so the amounts will be accurately reported. Take note you'll need to set up a current liability account for them. Although your business is holding the payment, it doesn't belong to you until it's used to pay for services. Here's how:

1. Go to the Lists menu, choose Chart of Accounts.
2. In the Chart of Accounts window, right-click and select New from the pop-up menu.
3. Select Other Current Liability as the account type.
4. Enter the account name, then hit OK.

Next, you'll have to create an item to use when recording upfront deposits:

1. Go to the Lists menu, choose Item List.
2. In the Item List window, right-click and then select New from the pop-up menu.
3. From the Type drop-down menu, choose the purpose of the deposits you collect.
4. You can select Service if you collect upfront deposits for services, or Other Charge if you collect upfront deposits for products.
5. Enter a name for the item (for example "Upfront Deposit").
6. Select the liability account you created from the Account drop-down list.
7. Click OK.

Once done, follow the remaining steps in this article to record and apply the upfront payments you receive: Manage upfront deposits or retainers.

I've also attached some links below to help track your income transactions in QuickBooks Desktop

• Customize customer, job, and sales reports
• Customize company and financial reports

Feel welcome to reach out to me again with any other concerns or questions you may have. The Community is always here for you.