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arkvalleyinfo
January 31, 2019
Question

How do I correct the "Paid (Not deposited)" invoices? The invoices were sent via QBO and i deposited the checks received. Steps in other posts are not helpful/correct.

  • January 31, 2019
  • 3 replies
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    3 replies

    BettyJaneB
    BettyJaneB
    January 31, 2019

    Hi there, @arkvalleyinfo.

     

    I’m here to help and share information about invoice status in QuickBooks Online. 

     

    When receiving payment in QuickBooks Online, if you chose to deposit the payments under the Undeposited funds account then this is the reason why the status of your invoice was showing as paid but not deposited.

     

    To change the status to deposited, then you may need to do Bank Deposit. 

     

    Here’s how:

    1. Go to the Plus icon at the top.
    2. Select Bank deposit under Others column.
    3. On the Choose an account drop-down, select the bank account you wish to deposit the payments.
    4. In the Received from column, select the invoices by putting a checkmark on the box.
    5. Then, click Save and close.

    Once done, go back to the Invoices page and the status should now change to Deposited.

     

    Also, here are some helpful articles that you can check on for future reference about receiving invoice payment in QuickBooks Online:

    That should do it!

     

    Feel free to post again or leave a comment below should you have additional questions. I'm always here to help. Take care!

      T
      tabaileyx2
      March 13, 2019

      Hello,

       

      I've recorded money as a deposit that should have been received for an outstanding invoice in the month of December and I've reconciled the account for that month.  How can I now show that invoice as paid?  I have to money, I just didn't record it properly.

       

       

      A
      Anonymous
      March 13, 2019

      Hello tabaileyx2,

       

      We can update the deposit and change it the account to Accounts Receivable. Then, link this deposit to the outstanding invoice. This way it will resolve the issue and won't mess up your reconciliation report since we're not changing any amount. Let's get this started. 

       

      Here's how to edit the deposit: 

      1. Go to Customers.
      2. Select the customer name.
      3. In the Transaction List tab, click on the Filter button.
      4. Choose All plus deposits and click Apply.
      5. Select the deposit transaction. 
      6. In the Account column, select Accounts Receivable. 
      7. Click on Save and close.

       

      To link the deposit:

      1. From the customer's profile, select the invoice.
      2. Click on Receive payment.
      3. In the Credits section, check the box for the deposit. 
      4. Click on Save and close.

       

      Run the A/R Summary report again to see if there's still an outstanding invoice. Let us know if you need anything else. 

      V
      Vital Signs
      January 13, 2021

      Good afternoon,

      Iv only been messing my books up for a year and half and thought i had a grasp on QB and was doing well. I now having an issue with deposits showing up in customers invoices showing overdue and it is causing a credit somehow. 

      MariaSoledadG
      MariaSoledadG
      January 13, 2021

      Let me provide you some information on why this is happening so we can fix this, 

      Vital Signs.

       

      You'll want to make sure that a sales receipt is entered to match the deposit. If you have created an invoice, ensure that you've entered the payment to successfully match both transactions and prevent messing up your books. 

       

      You can undo or exclude the deposit transaction downloaded in QuickBooks Online (QBO) if you haven't entered any receipt. You can follow these steps on how to do it:

      1. Go to the Banking menu, then select the Banking tab.
      2. Select the For Review tab.
      3. Select the checkbox of the transactions to exclude.
      4. Select Exclude.

      In addition, please know that deposits added directly to the income account don't have a sale attached or this doesn't show up in the sales and customer transaction list. 

       

      For reference, you can review and categorize downloaded transactions in QBO.

       

      Let me know if you have any questions about the process. The Community has always your back if you need further assistance.

      N
      northiowatrader
      February 23, 2021

      I have a couple of invoices that were paid with multiple payments that are showing "Paid" but not showing "Deposited". How can I see which payments are not aligned with a deposit to my bank account? 

      Candice C
      Candice C
      February 23, 2021

      Good afternoon, @northiowatrader. 

       

      Thanks for joining in on this thread. I've got you covered. 

       

      I can show you how to see which payments aren't aligned with a deposit to your bank account. All you need to do is start to create a bank deposit, and then you'll see the payments that need to be deposited from there. Don't worry. It only takes a few easy steps. 

       

      1. Go to the +New button. 
      2. Under the "Other" column, pick Bank Deposit. 
      3. From the "Select the payments that are included in this deposit" are the transactions that you need to deposit. 

       

      It's that easy. For more details, check out this article about recording bank deposits. 

       

      These details should allow you to see which payments don't align with a deposit yet. If you have any trouble along the way, feel free to ask. I'm only a few clicks away if you need me. Bye for now! 

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