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arkvalleyinfo
October 16, 2018
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How can I enter a partial payment on an invoice but mark the lines that were paid so i know what is still open on that invoice?

  • October 16, 2018
  • 2 replies
  • 0 views

entering partial payments but checking off the items that were paid so I would know what items are still open in that invoice

Best answer by Rustler

You can not mark the lines that are paid, in QB the whole invoice is considered one amount, and you receive full or partial payments on that.

In reporting though it changes, if you are accrual based then the sale income is posted when you save the invoice

in cash based reporting, QB will allocate a portion of the partial payment per item line on the invoice and for sales tax, you have no options as to how QB does the allocation and it only shows up on cash based reports

2 replies

Rustler
RustlerAnswer
October 16, 2018

You can not mark the lines that are paid, in QB the whole invoice is considered one amount, and you receive full or partial payments on that.

In reporting though it changes, if you are accrual based then the sale income is posted when you save the invoice

in cash based reporting, QB will allocate a portion of the partial payment per item line on the invoice and for sales tax, you have no options as to how QB does the allocation and it only shows up on cash based reports

K
KVLiuzziWC
October 29, 2019

Hi- I have a similar question about this. I am looking at my cash based income statement and noticed income recorded as $828 for the month of October. However this invoice was split and a $414 deposit was paid in August/ $414 balance paid in October. Our standard terms require a balance and deposit payment. I prefer to keep it under one total invoice but that is posing problems with my quarterly sales tax reporting, and now I'm realizing it's affecting my income statement. Two part question: 1. Is there a way to record 2 payments that post and are recorded at different times on one invoice? 2. What would be my alternative way to handle this- do they need to be separate invoices? I used to do that and it seemed to be confusing for a lot of customers. Thanks! 

C
Charies_M
October 29, 2019

Thanks for coming in, KVLiuzziWC.

 

If it's an Online Banking, you can use one invoice to record two payments. Since you've already created an invoice for $828, you'll just have to Receive payment the $414 and enter a Bank deposit for $414.

 

Let me walk you through the whole process:

 

  1. Open the invoice and click the Receive payment option at the upper right.
  2. Choose the invoice and enter the amount.
  3. Then, Save and close.

Then, you can start entering the Bank deposit. Below are the steps to perform:

 

  1. Go to the plus icon and choose Bank deposit.
  2. Locate the payment from the Select the payments included in this deposit section.
  3. Click Save and close.

Half of the amount ($414) will now reflect as your Accounts Receivable. To pay the remaining balance, repeat the process of receiving payment and making deposit.

 

Once done, you can match those deposits to the amount from your Banking tab. You can have this article as your reference in matching downloaded transactions: Download, match, and categorise your bank transactions in QBO.

 

Otherwise, you can use a separate invoice if you wish to have  separate due dates for the payments.

 

Let me know if you have follow-up questions. I'd be glad to assist you further. Have a wonderful day ahead.

J
JC4274
November 3, 2020

This is a terrible flaw in QBO. I advised my Assoc as their new Treasurer to purchase this as it would keep things 100% accurate and make it easier to report monthly and for our 990ez at the end of the year. I've used desktop for over 15 years and online for only 2 years. If I would've known what a mess online would've been for this non-profit, I wouldn't have suggested it. The mere fact that they think its ok for QB to choose how to divide up a partial payment is absurd to me.  I have 3 line items and those items show up separately under revenue so we can keep track of what we get in membership dues, road dues, and dumpster. Now the report looks wrong every month because if someone pays partially, it just divides the payment between all 3 lines. I'm pretty sure I never saw or had this issue on desktop, so I guess after all of this work, I'll have to switch back. My suggestion if you are a non-profit and have to provide ACCURATE monthly reports and don't lump all of your revenue into one account do NOT use online until they get this fixed!

    F
    fsconsulting
    January 27, 2021

    Well it's happening on Desktop too, so you may not want to revert. It happens only on the Cash Basis side. 

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