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cyrus2
April 25, 2025
Question

How do I reconnect the edited invoices with their corresponding 2024 bank deposits?

  • April 25, 2025
  • 1 reply
  • 0 views

I do work for a big firm, but work with different teams and invoice those teams individually. I was going back through paid invoices from 2024 and tried to create sub-customers of this big firm so I could track income from the various teams in my reports.  But when I changed the customer on an invoice to a [new] sub-customer, the invoice became overdue. When I clicked "receive payment" I was unable to then link that payment to the bank deposit from back in 2024; it created a new payment (but not a bank transaction?) on today's date, and then now I have all of these "unapplied payments" or credits. How do I reconnect the edited invoices with their corresponding 2024 bank deposits? Thank you in advance... I'm so new at this.

1 reply

E
EmanE17
April 26, 2025

You can open the unapplied payment and change the customer's name to link it to the invoice, Cyrus. I'll elaborate on this in detail.

 

I appreciate you providing detailed information about your concern so that I can better understand your situation. Since the customer name has been changed, it will unlink the actual invoice payment made by the previous customer, resulting in the invoice being overdue as it was reopened. Consequently, the old customer's Account Receivable (A/R) balance will become negative, creating a credit. Meanwhile, the new sub-customer will increase the A/R balance.

 

Since changing the customer will impact the A/R balance for both the old and new customers, you can simply open the unapplied payment and modify the customer's name to link it to the invoice. I will guide you through the process step by step.

 

  1. Navigate to the Sales menu and select Customers.
  2. Choose the specific customer for whom you processed the invoice.
  3. Locate the unapplied payments by clicking the View/Edit link button.



  4. Change the customer's name to that of your sub-customer.
  5. You'll receive a prompt, select Yes. 



  6. Then, check the box to link the invoice.
  7. Once completed, select Save and close.

 

You will now notice that the status of the unapplied payment has been marked as closed, and the invoice is no longer overdue.

 

Additionally, you can generate an accounts receivable aging report to gain an overview of your customers' outstanding balances. This will help you identify which customers are behind on their payments, the amounts still due, and the duration of their overdue status.

 

Moreover, did you know that we provide a complimentary session with our QuickBooks Live Expert Assisted service? Our experts excel at making financial management effortless and offer tailored advice, especially in managing your sales.

 

I am always here to lend a hand if you need further assistance with managing your invoices in QuickBooks Online. Feel free to return to this forum at any time by simply clicking the Reply button, and I'll be available to help.

C
cyrus2Author
May 7, 2025

This didn't work. 

 

Also the link for my "free complimentary help session" just connected me to a salesperson who told me that they do not provide help with this, and that I should cancel the meeting.

 

When I click on my customer, I don't see any unapplied payments, so I couldn't proceed past step 3.

R
RheaMaeH
May 8, 2025

When you follow the standard process of creating an invoice and receiving payment, then changing the customer on a paid invoice, you should see the Unapplied payment option, Cyrus.

 

To help locate these transactions, I recommend filtering them as follows:

 

  1. Go to the Customers page.
  2. Choose the specific customer.
  3. In the Type dropdown, select Money Received.
  4. Set the Date filter to cover the year 2024.


However, if your payments were initially recorded in the Undeposited Funds and later deposited, you need to reopen the deposit link and delete it. After that, return to the invoice payment window and apply it to the sub-customer. Once completed, deposit the payment into the actual bank using a bank deposit.

 

If you prefer not to change the customer on the paid invoice, another option is to use a credit transfer to allocate the payment correctly without altering the original invoice.

 

Furthermore, you can run an accounts receivable aging report to obtain a clear understanding of the outstanding amounts from your customers.

 

If you need further assistance managing your sales transactions, please don't hesitate to click the Reply button below. We're ready to help. Stay safe. 

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