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N
nae 11
February 22, 2024
Question

Change account in an invoice that has been billed back to the customer

  • February 22, 2024
  • 1 reply
  • 0 views

I created a bill to a vendor and then checked the Bill box to bill it back to a customer. So now instead of a checkbox, it shows a box since that item is now in an invoice to said customer. 

I realized later the account on the bill is incorrect. Customer has already paid.


If I try to change the account in the bill, the checkbox reappears. I do not want to double charge the customer for the service. What is the workaround to this or how can I disable the bill box from showing as a check instead of an invoiced line? 

1 reply

A
AileneA
February 22, 2024

Hi there, hou_ka.

 

Thank you for reaching out to the Community. I understand that you have concerns about editing your account after paying. But don't worry; you can still change the incorrect account without affecting the transaction as long as you don't modify the payment amount. This means you can update your personal information, add or remove payment methods, or make other adjustments to your account without any issues.
 

 

 

Furthermore, you might want to utilize this resource for guidance in matching your account seamlessly: Reconcile an account in QuickBooks Desktop.

 

I'm also adding an article about the Accounts Receivable workflow: Get started with customer transaction workflows in QuickBooks Desktop.

 

If you have any further questions or concerns, please don't hesitate to let me know. We're always here to help. Have a great day!

N
nae 11Author
February 22, 2024

There is a checkbox for bill, to bill to the customer and place it on an invoice to the customer. Once it’s in an invoice, on the bill side the check turns into what looks like a grid. 

 
If I change the account, the bill box turns back into a check, which means I can allocate it again to an invoice for a customer. 
 
How do I get around that piece?
JenoP
JenoP
February 22, 2024

Thanks for sharing additional details in your reply, hou_ka. I'd like to join you here and help with your question about the billable box. 

 

When modifications are made to the bill that is linked to an invoice, it breaks the connection between these two transactions. This causes the bill to become unbilled again, and the check under the Billable box reappears.

 

To prevent it from becoming unbilled, you can delete the existing customer invoice and then recreate it. This will restore the link between the invoice and the bill, keeping the latter in a billed status.

 

Please keep in mind that the invoice should only be recreated to make sure the bill cannot be allocated to any future invoices.

 

Here's how to delete the invoice:

 

  1. Open the transaction.
  2. Click the Delete button and select OK.
  3. Select Save and close. 

 

Once done, make sure to also reapply the related customer payment to close it out.

 

For additional guidance on managing connected vendor bills and customer payments, I'll share these articles as well:

 

 

As always, feel free to ask follow-up questions or swing by the Community again if you need more assistance when recording transactions and tracking billable expenses in QuickBooks, hou_ka. We're ready to help anytime you need us!

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