This article contains the common processes and unexpected results that QuickBooks users might encounter while working with Accounts Receivable. Feel free to check Accounts Receivable 101 for the description and general workflow of A/R transactions. Also, you can visit Accounts Receivable 101.2 Part II if the A/R transaction that you are looking for is not here.
This article will cover the following transactions:
Scenario: Your Estimate still shows as open after you invoiced it in full.
Possible reason: Your estimate preference is not set up properly.
Possible reason: An Invoice created from sales order was edited.
Solution: Closed Sales Orders showing as open in the Customer Center Transactions view
Possible reason: Damaged Transaction
Quick Tip: After trying every solution listed bellow, refresh the Open Sales Report and check if the sales order is still there. If it is, continue with the next solution.
Scenario: The sale or job was closed by multiple reps.
Note: You can also do this from the Create Invoices screen, under Formatting and Customize Data Layout.
Possible reason: A credit memo or payment is entered but not applied to the invoice.
Quick Tip: When you’re receiving payment, don’t forget to mark/check the Invoice being paid. Solution: A paid invoice shows on report or windows of open transactions
Scenario: An invoice with time/costs posted as a summary can be changed to show detail
Note: For more information on this issue, click here.
Steps: How to email invoices
Possible reason: The item used in the invoice is connected to a bank account.
Quick Tip: Make sure that the items are properly tagged with the right account.
Solution: Invoices are showing under Checks and Payments side of reconcile screen
Possible reason: Data damage (broken link). Given that Invoice and payment were recorded properly.
Solution: Invoice show as unpaid even though payment had been received and recorded
Possible reason: This occurs when you have multiple A/R accounts and you change the A/R account associated with the invoice after it was created. This breaks the link between the estimate and invoice because the Estimate is still associated with the original A/R account.
Changing the date, amount or quantities of an invoice will not break its link with the estimate
You cannot memorize the invoice to re-create it. The invoice must be created again from the estimate to re-establish the link.
Scenario: QuickBooks is freezing or not responding when selecting Create Invoices or choosing the Invoice icon from the home screen.
Possible reason: Multiple windows are open within QuickBooks.
Scenario: Each invoice creates an individual email when you send open invoice by batch.
Solution: Send all open invoices to one customer using one email
Solution: Track work done by a vendor or subcontractor and invoice your customer for the work
Solution: Common issues when applying payment to an invoice
Scenario:You need to edit a customer payment that has been reconciled.
Solution: See Correct customer payments that have been deposited and reconciled for the steps
Solution: Deposit customer payments in one or multiple bank accounts
Scenario: You want to record your customer payments directly to a bank account instead of a holding account.
Every time that you record a payment, use a payment item to an invoice or record a sales receipt, QuickBooks understand that you received money. You can either put the money to undeposited funds or deposit the money directly to a Bank Account.
Set Undeposited Funds as the default deposit account
Use the “Deposit to” option
You can either turn on or off Undeposited funds from the preferences window
Solution: How to write off customer and vendor balances