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Create payment items

A payment item subtracts the amount of a customer payment from the total amount of an invoice or statement. You need a payment item when you receive a partial payment toward the amount of an invoice or statement at or before the time you create the invoice or statement.

If you receive full payment at the time of the sale, use a sales receipt form instead of an invoice with a payment item.

To do this task

  1. Go to the Lists menu and click Item List. Shortcut

  2. Click Item at the bottom of the list and click New.

  3. Click the Type drop-down arrow and then click Payment.

  4. Enter an Item Name, such as Pmt by check or Pmt by cash.

  5. Enter the Description that you want QuickBooks to put on your sales forms when you use the payment item.

  6. Click the Payment Method drop-down arrow and then click the appropriate method.

    If you choose a payment method, you can group the money you receive by payment method when you deposit it (all checks in one deposit, all American Express charges in another deposit, and so on). Simply create a separate payment item for each payment method that your customers use.

  7. Indicate how you want QuickBooks to deposit customer payments:

    • Grouped with other payments: Click Group with other undeposited funds.

    • Directly to a bank account: Click Deposit To, and enter the name of the bank account where you want QuickBooks to deposit the payment.

  8. Record the item.

See also

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