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darrstax
September 22, 2023
Question

Intuit Merchant, sales receipts, invoices, and deposit

  • September 22, 2023
  • 1 reply
  • 0 views

I enter all my sales using invoices. Then I manually receive payment into undeposited funds.  For credit card payments I use Intuit merchant account.  Intuit merchant is automatically creating a sales receipt for the credit card charges.  Since I already have invoices and payments manually added, the deposits are duplicated in Quickbooks Online.  How do I stop Intuit merchant from automatically creating sales receipts?

    1 reply

    Daniela_A
    Daniela_A
    September 22, 2023
    It's nice to see you hanging around in the community, @darrstax.I'd be happy to share some information regarding sales receipts and invoices in QuickBooks.
     
    It is normal for QBO to create sales receipts when a customer pays outside QuickBooks or without using an invoice. To avoid these duplicates, you can delete the existing sales receipt and invoice, and send customer invoice links where they can pay for future transactions.
     
    Here's how to delete the sales receipt:
     
    1. Search and open the sales receipt.
    2. Click More, then choose Void or Delete.
    3. Click Yes.

     

    If a customer has an invoice and prefers an in-person payment, we can ask them to click on the link from the email and pay it online. Alternatively, we can process the payment and match it with their existing invoice:
     
    1. Select + New.
    2. Select Receive payment.
    3. Enter the customer name and payment date.
    4. In the Outstanding Transactions section, select an open invoice to apply the payment. To take a partial payment, change what's in the PAYMENT field.
    5. From the Payment method dropdown, select Credit Card.
    6. Select Enter credit card details.
    7. Enter the credit card info or select Swipe Card.
    8. Optional: To save this customer's credit card, select Use this credit card in the future.
    9. Select Save or Use this info.
    10. Select Got it, then select Save.

     

    For your reference, you can visit this link for more details: Take and process payments in QuickBooks Online with QuickBooks Payments.
     
    Furthermore, I have included this article as a guide for you in case you need to issue a refund to your customer in the future: Record a customer refund in QuickBooks Online.
     
    You've got me here if there's anything else you need. I'll make sure to get back to you as soon as I can. Have a lovely day!
    D
    darrstaxAuthor
    September 23, 2023

    Thank you for the answer.  The Client is already entering the invoices manually, entering the payments manually (after running the credit card using Quickbooks merchant credit card machine) and then manually entering the deposit.  The problem is they were not aware that Quickbooks was also creating a sales receipt.  All payments are run at the office; none are ran online nor are invoices sent to the customers.

    JoesemM
    JoesemM
    September 23, 2023

     Thanks for the prompt reply, @darrstax.Allow me to chime in and share insights about the sales receipt that generates automatically.

     

    Once you connect your QuickBooks Online (QBO) account to Intuit Merchant, the system will automatically generate sales receipts. For now, we can manually delete the duplicate transactions. You can follow the steps provided by my colleague earlier to do this.

     

    On the other hand, you can review if there's a scheduled recurring sales receipt template. You can disable the recurring template so QuickBooks won't automatically generate sales receipts.

     

    Here's how:

     

    1. Sign in to your QBO account. 
    2. Go to the Gear icon, then select Recurring transactions.
    3. Locate the appropriate recurring sales receipt template.
    4. Click the drop-down arrow from the Action column.
    5. Select Pause to stop the automation or Delete to completely get rid of the template.

     

    I'm also adding these articles to help manage your recurring transactions in the program:

     

     

    I've added some links you can check. These will answer the commonly asked questions about QuickBooks Payments and personalizing your transactions:

     

     

    You can always get back to me here in the Community if you have questions about your sales transactions or any QuickBooks related. I'll be here to help. Take good care.

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