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T
TEBlack
May 20, 2025
Question

Open Balance

  • May 20, 2025
  • 1 reply
  • 0 views

I have a customer that has an open balance from Invoice 1.  When I attempt to invoice 6 for part of the project, the open balance is not being applied to the invoice.  I'm not sure if this has something to do with when I applied the payment amount I was using QBO, but now back to Desktop Pro.  I have tried to just add a separate line item, but then the customer balance is now off by the open amount.  Any help would be appreciated.

    1 reply

    Tori B
    Tori B
    May 20, 2025

    Good morning, @TEBlack.

     

    How are you doing today? I hope all is well. 

     

    To clarify, are you saying that the payment was applied to invoice 1 when you were using QuickBooks Online, but no longer is when you're using QuickBooks Desktop? If this is the case, it's very common to see payments unlink from invoices when migrating from Online to Desktop. 

     

    To fix this, you'll need to manually link the payment back to the invoice. I suggest deleting the current payment, then recreating it. This way, the link to the invoice can be re-established. Here's how: 

     

    1. Open the payment. 
    2. At the top of the screen, click on Delete. 
    3. Hit OK to save. 

     

    Now you can recreate the payment and link to the invoice: 

     

    1. From the QuickBooks Home page or the Customers menu, select Receive Payment.
    2. In the Received From dropdown, choose the customer's name.
    3. Enter the Amount received.
    4. Make sure the date is correct, then pick the Payment method.
    5. Click on the invoice or invoices you'd like to pay.
    6. Select Save & Close.

     

    That should do the trick. Please don't hesitate to let us know if you have any additional questions or concerns. Have a good one! 

    T
    TEBlackAuthor
    May 20, 2025

    No, the payment is still applied to invoice 1 and still showing an open balance.  When I generate an invoice for the final amount for the project, the open balance should also apply to the invoice.  But it is not.

      F
      FateCandylaneT
      May 20, 2025

      You'll have to ensure the existing invoice created was applied to the final amount of the project, Teblack.

       

      Please know that when migrating from QuickBooks Online to QuickBooks Desktop, the Projects feature will move as Customer Jobs in the desktop program. To verify the outstanding invoice:

       

      1. Go to Customers and select Customer Center.
      2. Choose the specific customer and make sure you've added a Job under the New Customers and Job dropdown.
      3. Enter the outstanding invoice for the specific Customer Job.

       

      However, if the same issue persists, let's run the Verify Rebuild Data tool and ensure you've verified your QuickBooks Desktop is up-to-date. This way, you'll always have its latest features and fixes.

       

      Once everything looks good, you can record and make bank deposits to ensure the accuracy of your financial statements.

       

      For any additional queries when managing customer transactions, we'll be around to help on this thread. Keep safe.

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