Skip to main content
N
Nick4227
September 15, 2022
Question

Changing Customer to a sub-customer after payment has been made

  • September 15, 2022
  • 1 reply
  • 0 views

Hello!

 

So I am running into an issue where we are trying to be more organized with a specific customer. When we started work with this customer a few years ago, they only had a few sites, so we created invoices just under one broad customer profile.

 

Now that time has past, our customer has grown, and the number of sites they have is much larger than it was previously. We are trying to breakdown the customer into sub-customers, and use each individual site as a sub-customer to help keep invoicing and payments more organized by each individual site. 

 

When creating a new sub-customer (the specific site, in whichever state), and then attempting to reorganize previous invoices by changing the broad customer profile to the sub-customer specific site, I am losing all payment information that was made on the previous invoice. 

 

My question is: Will this retroactively affect my reconciliations? And is there a way to do this so it just changes the customer's name, and doesnt change payment/estimate/etc? When I change the customer, it de-links the payment, so I've just been going in and re-linking the original payment to the original invoice, just with the sub-customer rather than the parent company as the customer.  

 

Thank you!

 

1 reply

A
AbegailS_
September 15, 2022

Glad you came here for support, Nick4227. 

 

I'm here to share some information about changing customer to a sub-customer. 

Any changes to the customer's account will affect the associated transaction. Furthermore, your reconciliation will not get affected as long as there are no changes in the payment date.

To relink your payment transactions. Here's how: 

 

  1. Go to Sales.
  2. Choose Invoices tab.
  3. Look for the open invoice.
  4. Click Receive Payment on the Actions column.
  5. Choose the Payment Method.
  6. Enter the specific amount to be paid on the invoice.
  7. Put a check mark on the Invoice to be paid.
  8. Click Save and Close. 


Additionally, I've included these articles that'll help you handle your customers in QuickBooks Online:

 

In case you run into some issues when reconciling your account, you can utilize this link on how to get around the issue: Learn the reconcile workflow in QuickBooks

 

You can also check out the topics from this link for more tips and resources while working with your sales and other customer entries in the future: Topics about your company's income and customers.

 

If you have any other questions about your sub-customers, please let me know by adding a comment below. I'm more than happy to provide additional assistance. Keep safe!

    F
    Florians
    January 5, 2024

    What? this answer does not match the question. As it stated the payments were already accepted and reconciled. 

     

    AldritchM
    AldritchM
    January 5, 2024

    Hi there, @Florians.

     

    Rest assured, making changes to the customer's account will not affect the reconciliation process, as it only involves modifying the customer and not the data or bank account. However, it is important to understand that any modifications made to the customer's account will impact the related transaction. If you require help in reconnecting your payment transactions, I suggest referring to the response given by my colleague.

     

    Additionally, I'd like to leave this article on how to add, edit, delete, or merge customers in QuickBooks Online: Add and manage customers in QuickBooks Online.

     

     If you've got other inquiries, such as invoices and banking, feel free to click the reply button. I'm always around to help.

    Terms & ConditionsAccessibility statement