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M
MHO_dk
November 22, 2022
Question

Invoice payments

  • November 22, 2022
  • 1 reply
  • 0 views

When someone from sales edits an invoice that already has a payment applied, it disconnects the payment from the invoice. Is there a way to prevent this from happening? 

 

Also, sometimes, they delete the invoice to revert back to the sales order in order to edit for inventory purposes, and then recreate the invoice.

 

From an operational standpoint, it is not possible to stop the people from editing or deleting the invoice. 

1 reply

MJoy_D
MJoy_D
November 22, 2022

I can share some information about editing a paid invoice, @MHO_dk.

 

Can you elaborate on the details that were changed on this invoice? The payment applied won't be disconnected once you've changed the amount linked to the invoice. It'll only cause the payments to be applied differently. Usually, you'll see the difference in the Balance Due amount. 

 

For more information on how to apply customer payments to your invoices, check out this article: Record an invoice payment. It'll also guide you on how to apply a discount for early payment.

 

You may also check the following article for detailed guidance on how to create a payment link that you can share with your customers to get paid quickly: Payment links for QuickBooks Desktop.

 

Keep me posted if you need further information about editing an invoice. I'm always around to help. Have a great rest of the day!

M
MHO_dkAuthor
November 22, 2022

I think my question wasn't clear. I don't have a question on how to apply payments. Let me explain further.

 

A sales order is created. Then an invoice is created from the sales order. Then the customer paid, and the payment is applied to the invoice. Then sometime later, the salesperson edits the invoice for whatever reason. The previously applied payment gets disconnected from the invoice when they edit it. Then the invoice shows as unpaid. If I go back to the payment screen, the amount is no longer applied to the invoice. This will happen when there is a full payment, or a partial payment of an invoice. The edited invoice could be increased or decreased, but the disconnect happens. Sometimes, it won't let me reapply the payment, and I have to delete the deposit and record the payment again and the deposit again.

 

I really need to find a way to stop the payments from being disconnected from the invoice.

 

Sometimes they delete an invoice, to revert back to the sales order, in order to select different inventory and create the invoice again. 

A
AbegailS_
November 22, 2022

Thanks for the further explanation, @MHO_dk. 

I'm here to clear up the confusion.

 

Once a payment is already applied to an invoice and confirmed changing the transaction, it'll be unlinked since the information is not matched already with the invoice. 

See the screenshot below for your reference. 

 

Deleting an invoice and recreating it is a great idea. Let me show you how:

 

  1. From the Customers menu, select Customer Center.
  2. Select the customer's name.
  3. On the Transactions tab, double-click the invoice.
  4. Click Delete.
  5. On the Delete Transaction page, select OK.

For more information about tracking the customer transaction, you can browse this page: Accounts Receivable workflow in QuickBooks Desktop.

 

Also, you may want to check out one of our Help pages as your reference in managing your company's income and customer transactions using QBDT: Sales and Customers help for QuickBooks Desktop.

 

Please don't hesitate to let me know in the comments if you have other concerns about managing invoices and payment transactions in QBDT. I'll gladly help.

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