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Set preferences for payments

Where to find these preferences

Edit > Preferences > Payments

Company Preferences

These preferences affect all users. Only the QuickBooks Administrator can change them.

Receive Payments

Automatically apply payments

This preference causes QuickBooks to automatically apply a customer's payment to the outstanding invoices for that customer. If the amount received is less than the customer's outstanding balance, QuickBooks applies the payment to the oldest invoices first.

When this preference is off, QuickBooks does not automatically apply customer payments. You must specify how to apply each payment when you are in the Receive Payments window.

Where to find this preference:

Open the payments preferences.

  1. Choose Edit > Preferences.

  2. In the list at the left of the Preferences window, click Payments.

  3. Click the Company Preferences tab.

Automatically calculate payments

When this preference is on, you can select an invoice in the table of the Receive Payments form before entering an Amount Received, and QuickBooks prefills the amount of that selected invoice into the Amount Received field. QuickBooks continues to automatically calculate the Amount Received based on the invoices you select or deselect for that payment.

When this preference is off, QuickBooks does not automatically calculate payments. You need to click Auto Apply to see the results of your payment on the amounts for selected invoices.

Where to find this preference:

Open the payments preferences.

  1. Choose Edit > Preferences.

  2. In the list at the left of the Preferences window, click Payments.

  3. Click the Company Preferences tab.

Use Undeposited Funds as a default deposit to account

This preference causes QuickBooks to set Undeposited Funds as the default account for depositing payments.

When this preference is off, QuickBooks displays the Deposit To field on the Receive Payments and Enter Sales Receipt windows. You must click a destination account from the drop-down list.

Where to find this preference:

Open the payments preferences.

  1. Choose Edit > Preferences.

  2. In the list at the left of the Preferences window, click Payments.

  3. Click the Company Preferences tab.

Online Payments

Include online payment link on invoices

Select Include online payment link on invoices to add a payment web address to any invoice you email from QuickBooks. Customers visit the address to pay the invoice through Intuit PaymentNetwork, a payment service that lets customers pay you immediately online. To learn more and sign up, click the Learn more link within the Online Payments section.

Note: If you are subscribed to Billing Solution for QuickBooks, you won't see this section. Instead, your invoices display the URL for the Customer Account Center, so users can pay their invoices online.

Also include on printed invoices

This checkbox appears only if you select the Include online payment link on invoices checkbox. Select Also include on printed invoices to add an online payment web address to invoices you print as well as invoices you email. Customers visit the address to pay the invoice through Intuit PaymentNetwork. To learn more about this service and sign up, click the Learn more link within the Online Payments section.

Note: If you are subscribed to Billing Solution for QuickBooks, you won't see this section. Instead, your invoices display the URL for the Customer Account Center, so users can pay their invoices online.

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