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C
ccf2
September 15, 2022
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Can I amend a customer invoice, after it has been paid, to change the account heading it appears under in the chart of accounts?

  • September 15, 2022
  • 1 reply
  • 0 views
When I go into the Invoice and click on the account name that appears under the QuickBooks heading "Account", a new screen appears but without the heading "Account". So I can't change the account name. I'm still a novice when it comes to understanding how QuickBooks works. What am I doing wrong?
Best answer by ccf2

Thanks for the clarifications, @ccf2. I got here the steps to ensure you'll be able to change the account where an invoice is allocated when running the Profit and Loss report.

 

To start, let me discuss some information about this. 

 

In QuickBooks Online (QBO), the account under where your invoice is when viewing a report such as Profit and loss depends on the Income account assigned to the product or services added to the transaction. 

 

To change the account heading that appears on the report and in the Chart of Accounts, you simply need to edit the Income account of the item of the invoice. Here's how:

 

  1. In your QBO account, navigate to the Sales menu and select Product and Services.
  2. From there, look for the item and click the Edit option.
  3. Scroll down to the Income account section and choose the desired account.
  4. To ensure the changes will be applied to the previously created invoices, check the Also update this account in historical transactions box (only applicable to non-inventory and service items).
  5. When done, click Save and close.

 

For reference, feel free to check this article: Change the account for a product/service item.

 

Once done, check the invoice again to see if it now belongs to the desired account heading. If not, you may want to recreate the transaction using the item with an updated income account.

 

Additionally, the program also makes it easy to modify the sales forms' contents so you can control what information will be shown. To get started, visit this link: Customise invoices, estimates, and sales receipts in QuickBooks Online.

 

Please let me know how this goes. I'm always here ready to help if you have any other follow-ups about managing your invoices. Feel free to add a comment below. Have a great day ahead. 


Thank you, Divina_N for all that knowledge.

 

I now realise that the Income account that is was trying to amend the Invoice to, was not assigned to any Product/Service. And I was trying to input the Income account into the Invoice instead of the Product/Service.

 

Would you be able to explain the logic behind having a Product/Service inputted into each Invoice?

It would suit us better to be able to be able to just input the Income account into an Invoice.

In this case, I ended up creating a new Product Service and I used the same Name for the Product/Service, the Category and the Income Account. So 3 separate items created, all called the same name, just to be able to send an Invoice and have it recorded under the correct heading in the P&L.

What am I missing regarding the logic around this? The Quickbooks manual I have does not explain why all this work is necessary to create an Invoice. I would be very grateful if you could explain it to me please? Thank you.

1 reply

Adrian_A
Adrian_A
September 15, 2022

Hi ccf2,

 

I've got your back on how you can modify the account of the invoice payment. 

 

Let me guide you with these steps:

 

  1. From the Sales tab, select Customers.
  2. Select the customer's name.
  3. On the Transaction List tab, select the invoice payment that you want to modify.
  4. Select the correct account on the Deposit To field.
  5. Click Save and close.
  6. Select Yes.

 

If you want to have a visual flow of your customer-related transactions, you can run a report like Sales by Customer Detail. You can check these articles as your references:

 

 

Please don't hesitate to mention my name whenever you have questions. I'll be around.

C
ccf2Author
September 21, 2022

Adrian_A ,

 

I might not have worded my query in the best way.

 

It is not the Bank Account that I am trying to change on the invoice.
What I am trying to change is the account heading that this Income appears under in the Profit & Loss.

I am relatively new to Quickbooks.
The P&L heading I want, appears on the P&L, but does not appear in the drop-down list within the Invoice.

 

I can't figure out why.

 

Regards


Pat
ccf2

DivinaMercy_N
DivinaMercy_N
September 21, 2022

Thanks for the clarifications, @ccf2. I got here the steps to ensure you'll be able to change the account where an invoice is allocated when running the Profit and Loss report.

 

To start, let me discuss some information about this. 

 

In QuickBooks Online (QBO), the account under where your invoice is when viewing a report such as Profit and loss depends on the Income account assigned to the product or services added to the transaction. 

 

To change the account heading that appears on the report and in the Chart of Accounts, you simply need to edit the Income account of the item of the invoice. Here's how:

 

  1. In your QBO account, navigate to the Sales menu and select Product and Services.
  2. From there, look for the item and click the Edit option.
  3. Scroll down to the Income account section and choose the desired account.
  4. To ensure the changes will be applied to the previously created invoices, check the Also update this account in historical transactions box (only applicable to non-inventory and service items).
  5. When done, click Save and close.

 

For reference, feel free to check this article: Change the account for a product/service item.

 

Once done, check the invoice again to see if it now belongs to the desired account heading. If not, you may want to recreate the transaction using the item with an updated income account.

 

Additionally, the program also makes it easy to modify the sales forms' contents so you can control what information will be shown. To get started, visit this link: Customise invoices, estimates, and sales receipts in QuickBooks Online.

 

Please let me know how this goes. I'm always here ready to help if you have any other follow-ups about managing your invoices. Feel free to add a comment below. Have a great day ahead. 

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