QuickBooks Q&A

One of my customers had a credit memo and invoice due on their account.  I created a payment link for the amount of the invoice less the amount of the credit memo to send to my customer in order to avoid any confusion regarding the total amount due.  When the customer paid the amount through the payment link I provided, Quickbooks Online created a sales receipt.  I am unable to edit the sales receipt to credit the balance due.  The invoice still shows as open and past due despite having been paid.  Can you please tell me how to fix this so that my customer's account and statement reflect that they have a $0.00 balance?

One of my clients was charged $8,000 through QB under my company name.  There was not a current Invoice for QB to even bill.  Why did this happen?  It looks like fraud since the money was removed from my clients account & sent to my bank. Has anyone else had this happen?Christal D

Hello, I was wondering if there was a way for the text in the change order to reflect the item description, rather than the name.  For example in this screenshot it says "Carpenter" has been changed but I would like it to say "Carpenter On-site Labor" (The description of the item in the estimate). Thank you

I have submitted all of the year end forms for 2024 for 4 different companies.  The only one accepted was the W2's.  Not sure what to do at this point.

I have a new employee and am unable to figure out how to do a test deposit to the bank account they gave me. I want to do that before I run a payroll. Is this possible?

We have several customers that provide us with blanket purchase orders to ship against. When we ship items against the PO we create a copy of the original sales order so that we do not have duplicate packing slip number. The problem is that we can't really ever track what we have shipping in QB since we have all these copies of the original sales order. I know I can download to excel but QB should be able to handle multiple shipment against a single PO.  Am I missing something somewhere? Thanks!

Im using QBO inventory. My business switched software to one that is integrated with QBO and which created all our inventory items when the syncing process was done. When it did this I selected the each items expense and revenue accounts but never was given the option to select the "Inventory adjustment account".  QBO set that account for me to a random paid in capital account that was created by me for the start-up capital we invested. I have since learned that all 1617 inventory items are being adjusted to this paid in capital account because the subaccount matched the preferences set by QBO (see screenshot). This has caused me a huge headache. How do I correct this to have all 1617 items point to the right account without taking a week vacation to do ever single item individually. Ive gone through the motions for one and it takes 5 clicks and the typing of a 6 letter word to change it to the proper account. That's 17,787 clicks/keystrokes to correct them all. There ha

Hi there, I have a situation where an employee has given notice to leave, however the employee has already taken vacation days which exceeds his entitlement for the year. I need to deduct the amount equivalent to those days taken and he has agreed. Is there a special journal entry for this? How do i record this properly.  Thank you.

I repaired the invoice dates for unapplied cash income on the P&L. These deposits are now not showing in income/income is now underreported. When I verify in the invoices, the payments are allocated correctly. However, just not showing in income. Has anyone seen this before and how can I repair it. I'm using QB Online.

I recently changed banks, set that new bank account up in Quickbooks, had to use the old one for a while until I set up everything that is involved when changing banks. I have now closed the old account, but it still comes up as the default bank account for all my transactions: payments, payroll, etc. How do I change the default bank account to my new one?

The Intuit FCS service will not stay ON regardless of the manual/auto/auto-delayed settings you apply to it.  Is it defective?

When I look at an invoice or sales receipt, I can see that the code sets the flag to False - so sales tax is calculated before discount not after Where in QBO can I set this flag to TRUE so that any time I create an invoice or sales receipt that flag is TRUE and I do not have to manually change sales tax each time 

We are trying to set up the Payment feature - however in order to do so, QBO is asking for personal information and personal address associated with the owner.  We are an 'association' and thus there is no ownership.   How do we answer these questions? 

For 2025, the catchup limits are $3500 for ages 50-59, $5250 for ages 60-63, and $3500 for ages 64+. How is QuickBooks Online handling the break in the catchup limits? I have an employee who falls into the 60-63 range, and it is not accounting for that additional $1750 catchup allowance. 

I am the new CFO of a company in the interior design business. We currently have Quickbooks Desktop Enterprise 2024 Contractor Edition. I assume "Contractor" means our Quickbooks is for the Construction industry? We're considering switching to Quickbooks Online. Is Quickbooks Online generic or there is a Contractor version of the QB Online? I was talking with a salesperson from QB and it seems she has no clue about "Contractor" edition. Thank you for your help!

I have 5 classes set up for my company. Some clients use services from more than 1 class, and I allocate their revenue to each class based on percentages; the allocation is almost always the same each month per client, but each client has a different allocation. These allocations are for my internal use only--the client does not know and does not need to know how I'm allocating their billing.  I'm looking for a way to account for these allocations that is NOT visible to the client; allocating at the time of invoice creation results in the client seeing those allocations and I don't want them to, but it allows for automatic allocation when I process their payments. The only other option I can think of is to allocate it manually when payment is recorded, but that is WAY too labor intensive to be practical. 

One employee:  W-2 box 18 has two wages listed, same amount, box 19 has the tax amount due to two separate agencies. The amounts in box 18 are added together, increasing (doubling) the wage amount on the W-3. Is this correct?  We normally don't have to deal with School Districts on top of our local city tax which is what this is.  Doubling the amount on the W-3 doesn't seem correct.  

I own a music instrument repair shop and have used QB Desktop for Mac for many years for bookkeeping, managing parts inventory and creating / sending invoices. When I originally started using QB I set up the invoice template to use a couple of custom fields, particularly for instrument serial numbers. Because of this we were never able to move to QB Online or any other cloud-baed bookkeeping solution (they can't handle the custom fields that we require). We are now in the process of implementing CRM software to handle invoicing and inventory (along with many other tasks) and will be free to move to a cloud-based accounting solution since we will no longer need to track data in custom fields (the CRM software will handle this moving forward). I have around 10,000 invoices in QB Desktop Mac 2020 that I would like to extract the data from in to a CSV file. I've spent probably 20 hours so far trying to figure out how to do it and have failed miserably. I have been able to export

I spoke to a representative from QuickBooks Online on the phone about this and she emailed me the how-to step by step guide, but the link was faulty and I couldn't reach the site. The company I do the books for has a checking account and credit card account with Chase. If anyone else has Chase and can give me the step by step to manually upload the transactions that would be great. I am not able to set up the checking and credit card as automatically linked to the bank because it would mess up the current set-up of their books. I already tried that and it duplicated a new checking and credit card account. Thank you,  Jen

I'm really hoping someone can clarify what is happening here, because I am at a loss. I created my Quickbooks Online account and signed up for the 1 month trial of the Plus subscription, because I need the additional inventory management options. I used it for a while, but because I am new to it, I realized after some time that it would be beneficial to start over and erase some mistakes I made while testing functions of the software. I searched and found the option to "purge" my company information by typing a command in the URL. So, I did.  Now, when I pull up my Products and Services menu, the interface, and the options within, are completely different!I am not aware of anything else I changed that would cause this. I have managed to attach a comparison photo of the interface before I started over (OLD) vs. after (NEW).Differences include:Orange and red icons indicating low and out of stock products at the top (not present before the wipe)Less options present in

I'm trying to clear all the Invoices from "Send Form" window, but it does not seem to remove the Invoices. Once I close Send Form window and open it again, the invoices that I wanted removed show up again.

We're trying to import invoices from a third-party program into QBO.  The exported CSV's format follows QBO's documentation. The issue comes from the "Item(Product/Service)" column. We have set-up Interpreting as a service in QBO. But QBO won't let us import the CSV if that column reads "Interpreting." The documentation says that the "Item(Product/Service)" column needs to follow this format:Flowers:Roses:Red Roses How do you express an Interpreting service in that format?

Being in-the-know on tax processes and deadlines can help to ensure a smooth and stress-free tax season. In this episode of Quick News, Katelynne walks through everything you need to know regarding filing your W-2s with QuickBooks Online Payroll, Sofia answers common year-end questions, and Emma takes a deep dive into the 1099 filing process in QuickBooks Online.           

Has anyone figured out how to grant permissions to collections center for your accounts receivable staff without granting sensitive permissions? It seems pointless to me to have the feature yet the employees tasked with collections are unable to use it. From what I gather, Admin and "External Accountant" are the only users that can access Collections Center. If I edit the user to "External Accountant" it appears they would have access to sensitive areas (like payroll information). It looks like it would be a beneficial feature for collections but useless at this point. Any help is appreciated.  

Upon logging into my account and selecting one of my companies, the screen "churns" and I never get connected to the company that I selected?