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Is there any report which shows payments with invoices?

Forum|Forum|7 years ago
April 10, 2019
8 replies
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Dear All,

I am using QB Premier Desktop 2018. Is there any report which shows payment (check) numbers and corresponding invoice numbers, as follows.

Payment Invoice

282123 812343

282123 812567

212313 821456

QuickBooks Desktop

Best answer by SophiaAnnL

Hi there, BenTam.

QuickBooks can only generate the numbers per transaction type. If you've entered the payment number on the Memo field, then we can add the Memo column on any sales report. Otherwise, you'd have to open each transaction to get the data you need.

You can run the Transaction List by Customer report to get the invoice numbers.

Here's how:

Click Reports at the top.
Select Customers & Receivables, and then choose Transaction List by Customer.
On the Num column, you'll see all of the invoice numbers. You can open each transaction to see the payment numbers.
To add or remove filters on the report, just click the Customize Report button in the upper left-hand corner.

You can also export this report to Excel, edit the columns there, and then add the payment numbers. To do this, click the Excel button at the top of the report and select Create New Worksheet.

You can always get back to me if you need anything else. Thanks for dropping by.

SophiaAnnLAnswer

Hi there, BenTam.

QuickBooks can only generate the numbers per transaction type. If you've entered the payment number on the Memo field, then we can add the Memo column on any sales report. Otherwise, you'd have to open each transaction to get the data you need.

You can run the Transaction List by Customer report to get the invoice numbers.

Here's how:

Click Reports at the top.
Select Customers & Receivables, and then choose Transaction List by Customer.
On the Num column, you'll see all of the invoice numbers. You can open each transaction to see the payment numbers.
To add or remove filters on the report, just click the Customize Report button in the upper left-hand corner.

You can also export this report to Excel, edit the columns there, and then add the payment numbers. To do this, click the Excel button at the top of the report and select Create New Worksheet.

You can always get back to me if you need anything else. Thanks for dropping by.

R

rsaunar

After multiple decades, why is this software incapable of listing all invoices by date with payments listed under each invoice?

How is it possible Intuit can not make this happen?

Ridiculous.

A

Anonymous

Hi rsaunar,

We've been gathering product suggestions from our customers that will be useful to all users. I'll personally send this feedback to our Product Developers Team for review.

We appreciate you sharing this with us. If you have any other questions, please let us know. We are here to help.

B

BA-PWNA

Actually I figured this out, but it's non intuitive. Go to a transaction list and then click a bill payment -- any bill payment, it doesn't matter. Once in a bill payment go to the reports tab and hit check detail. That will bring up check detail on all checks for a given date range. Next, customize the report by selecting a Name filter and choosing the vendor you want to isolate. Then you can change the date range as needed. You end up with a list of checks and each bill underneath that the checks paid.

R

rsaunar

This is not responsive to the questions. You are describing payments to vendors, not from customers.

We need this for customers, especially customers relying on a 3rd party or partial payments.

M

Madamknitsalot

I think I'm going to have to go back to SAGE. Our old Peachtree software gives the report very easily. But since we already use QB because our clients do, I am trying to move our A/R to QB and I feel that there should be a filter for INVOICE #.

That should be easy and you could use it in any report you wanted.

G

GCES

Any chance anyone has found a solution to this since 2019??

A

AccountantDave

Lol, I get the idea for wanting this report, but I don't understand why a professional would need it for double-entry accounts, that maintain a running balance, and reconcile to a bank. What auditor has to link all invoice numbers to all payment numbers in a system where applying a payment zeroes out the invoice and the payment? There are so many other measures for reconciling account balances and totals that I imagine QB is not going to restructure their data for a bunch of people that can't figure out accounting. If you need to see what payment applied to an invoice, open the payment and see. This should be done on a sample basis, not a draw a line connecting every transaction, for every customer basis. When a payment applies to two invoices, and those same invoices involve a payment from another source (which may itself apply to even further invoices) reporting structure breaks down for the all encompassing format you guys want. Sure, it may work for examples of data on the simpler side. i.e. invoice X paid by check Y. But throw in a mix of transactions, unapplied amounts, over payments, etc and the report becomes moot. And for goodness sakes people, act like adults.

R

rsaunar

Wow. You don't understand it, therefore it isn't needed.

Seriously?

Let me explain something to you: There are many of us trying to get paid in ways you may not imagine, and based on your post, that imagination includes insulting anyone that doesn't think like you.

By the way, the "new features" are finding ways to get us to pay more for the same crap software you believe works perfectly.

L

Liz K

I created a report by using the QB "Bills and Applied Payments" report:

Go to Reports, then type Bills and Applied Payments in the search bar.
Under Report Period, select the date you made the payment for start and end date. This will populate the payment as well as all bills paid with that payment.
Go to Customize, Filter. Select the vendor you paid.
Go to Header/Footer and put your desired report name, add logo, etc.
Run Report.
Go to the settings icon, and select date, num and amount.
This will give you a simple report to email to your vendor when you send your payment including the payment and bill dates, the bill or payment numbers and the total amounts

NOTE: When I make an EFT payment, I put "EFT PAYMENT" in the "check number" box. This will let your vendor know that the EFT payment is for the group of bills that you paid. It lists the bills numbers under that column.

PAYMENT-DETAILS-Report-copy.pdf

D

djwunderlin

Is this solution for QuickBooks Online or QuickBooks Desktop?

M

Mark_R

Hello there, @djwunderlin.

The solution provided by Liz K above is for QuickBooks Desktop (QBDT).

Just in case you want to memorize this report to save its current customization, you can check out this article for more guidance: Memorize reports in QuickBooks Desktop.

If you have any other concerns about managing reports in QuickBooks Desktop, don't hesitate to leave a comment below. The Community forum is always open to help you again.

B

badcrc

I've been trying to get a report of which customer payments were applied to each invoice for about 10 years now. It just doesn't exist from what I found. The OP in this thread is 4 years old and still no report that shows that info. All we need is one more field in the "Columns" under customize report that shows the number of the payment check. I started searching again today because I had yet another customer that wanted this report and the best I could do is manually go into a handful of invoices and write down which checks paid each invoice and send that to them in an email.

The development team must be working on more ways to force customers to convert to QBO instead of adding some stuff we can actually use. I've never seen them fix any of the bugs or lack of basic reports and features that users have complained about for years. This is an obvious report that anyone that has used QB for a while for a business would want.

R

rsaunar

There are 5 pages on this topic and countless other attempts to get this feature.

Now after 5 years, you're asking us to reach out to the developers?

Thank you. I appreciate the sincerity in acknowledging this need, but this response is hilariously not hilarious.

B

badcrc

@rsaunarI wasn't asking anyone to reach out to the developers, I don't know what you're talking about. I was explaining how I've been trying to do this same thing for long before this post and they haven't done anything to resolve the issue, and instead continue to add more "features" and attempts to get everyone to convert to QBO instead of fixing simple things like this that we actually need. They have fields in the customize report options that are so rarely used by anyone, but something simple like payment check number isn't in there.

D

DanBu

Not sure if this addresses your question exactly, but here's what I just figured out and it might help you also. I use Enterprise Suite, not Desktop, but I think these features would be the same across those platforms:

I found two options

Solution 1: For one specific payment, a Payment Receipt can be generated that shows the payment total a customer makes and also each invoice number, date and amount that was applied.

Pull up the Received Payment in Question [Customers>Transactions tab>select Received Payments>Double click on the payment in question. Once you see the "Customer Payment" titled screen with the date, amount and invoices checked that the payment is applied against [so that you know you are in the right place, this is the same screen we use to enter Received payments, so these fields are editable]>select Print at the yellow printer icon within the Receive Payments window>you can customize the print template if you want or hit "not now" button > click Preview to see what the print version would look like. It shows the amount customer paid and the invoice(s) and amounts that were applied to each invoice as well as the date it was applied.

Solution 2: For a report that shows many payments/many customers, go to Reports menu at top>Report Center> search bar within Report Center enter "CR610" (the report ID number of the "Payments Received" Report. The report search result looks like the screen shot included. Double click on this report and you can customize down to one Customer, if you wish. It will list each Payment Received and the Invoice numbers and amounts that were applied.

I hope this is helpful!

G

gennieosg

Thank you for offering those solutions. I wasn't able to get anything to come up when I searched that code in the Reports center. I was told recently by customer support that the report I'm looking for is not included in the QBO subscription we have. This at least gives me an answer to why I haven't found the report I've been looking for since we "upgraded" years ago. I just have to continue to manually enter all of the billing into a statement I created in Word. Thanks.

B

badcrc

The solution by @DanBu works and shows the information we want. The report isn't pretty with a single line but it shows the invoice and payment for each. When I search for the report CR610 he mentioned it comes up and works.

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