Question

Many small Amounts for single Original Amount

Forum|Forum|7 years ago
January 11, 2019
6 replies
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In a Report, what causes QB to list many small Amounts for a single Original Amount? This typically occurs for reimbursed expenses tracked in an income account. The expense and invoiced amount is the single number shown in Original Amount. The Amounts always total to the Original Amount, but it is odd. Example:

Original

Type Date Name Memo Split Amount Amount

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.04

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.03

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.07

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.03

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.34

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.01

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.34

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.19

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.05

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.00

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.01

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 13.58

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.00

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.01

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.29

Invoice 08/24/18 Client1 Fuel Accts Rec 15.00 0.01

"Accounts Receivable" shortened to fit this space.

QuickBooks Desktop for Mac

C

Charies_M

Hello there, CPDuvall.

I want to make sure we're on the same page with your concern. With that, I'll be needing some information to help me narrow down this issue.

May I ask what specific report in QuickBooks Desktop you're working on? When can you see the amount difference? Is it after opening the transaction?

I would appreciate any additional information that you can provide as it can help me narrow down the issue. Looking forward to your response and assisting you further.

J

jenft

I am still confused on this issue and looking for an answer myself. I don't have sales tax like the person who replied on here. Mine is happening on a Transaction Detail By Account Report that comes up when I click on an expense on the Profit and Loss Report, and it gives me the detail of the total reported. It will list out, just as mentioned in this example, several small amounts in the Paid Amount column, which total to the actual amount in the Original Amount Column. The Original Amount Column is for the actual amount charged like on a credit card and that is what the Type column lists-Credit Card Charge (Example $675.48). The Paid Amounts ($62.22 and $613.26) are random small amounts that total the Original Amount , but the Type Column says Invoice for these amounts. I cant figure out what it is doing and would like to understand, if possible. This is for a construction business with a cost plus contract, so we are billing the client for actual expenses and they are reimbursing them. It zeroes out but just confusing me.

AlexV

Hello there, jenft.

I'm here to share to you how QuickBooks works.

The amounts under the Paid Amount is the actual amount you've received. For example, you have an invoice worth 3,355.34. You received a partial payment of 2,500. QuickBooks will now deduct 2,500 by line item.

Refer to the sample computation below. The 2,500 is the 75% (round off) of the total amount. QuickBooks will divide it by line item including the sales tax, if there is.

Hope this clarify your confusion. Shoot me a reply if you need anything else.

qbteachmt

@Charies_M

Please learn from the input here.

@CPDuvall

You see this in Cash Basis reporting, as Allocated amounts, when you also have an invoice that includes: Negatives, partial payments over time, credit memo or prior overpayment applied. Example:

I invoice for $100 income item + 7% sales taxes = $107 AR.

I get paid $50. That means on cash basis, everything on the invoice, including the Sales tax, is 50/107 paid, or about 47% paid.

Please see the attachment with a negative entry on it, to see this happens.

T

trainman

45 Minutes on the phone with a person more interested in getting my account information than helping me. Worthless phone support. Also worthless replies from QuickBooks on this thread. After stewing over it for a long time, I have discovered the issue.

If you have an invoice for a customer with 5 expenses, and you include on that invoice a negative line (maybe some materials were returned for a credit). the invoice total reflects the credit, but the credit is applied proportionally to the 5 expenses as a customer partial payment. When the customer pays the remaining balance the rest of the 5 expenses get the payment applied proportionally less the amount already deducted from the credit that was previously applied.

When you run a transaction report, each of the 5 "payments" shows up in the applied amount column while the original amount column reflects the total amount of the credit.

Not sure what a better way to do this is, maybe you just always put credits in a Credit Memo.

Jen_D

Hi there, @trainman,

Being on hold on the line and not getting the resolution to your concern is not the kind of experience we want you to have. We want to make sure you're taken care of.

Yes, you're right. It 's recommended to create credit memos or issue a refund check when you need to return money to a customer.

You can check this article for the steps and instructions on how to record customer credits: Record a credit memo or refund in QuickBooks Desktop for Mac.

Feel free to contact me if you have follow-up questions about QuickBooks. I'll be available to provide further assistance. Have a good one!

L

LisaJ3

I have experienced this also and it is very frustrating when providing detail reports to management. Invoices created from Billable expenses post through a Reimbursable Income account. We report P&L on a Cash Basis, and THAT is where Quick books breaks down the simplest of line items into ridiculous Paid amounts, making it very difficult to reconcile accounts such as Reimbursement Income with Reimbursable Expenses.

Payments on invoices are in full, no negative "credits" in the invoices.

S

sthom

I have had this problem for years and now, after purchasing the new QB Pro Desktop 2021, it is still happening! I have to spend many hours/days cleaning up this data before I can prepare taxes!

Our invoices are regularly paid in full within a month so we do not charge late fees. The problem is occurring if there is a refund for a NON-TAXABLE ITEM on the invoice but QB puts a percentage of that across the board to each line item including TAXABLE labor and NON-TAX items. These errors are a huge problem because it impacts the P&L reports and therefore, the Sales Tax Payable, and reports sent to the accountant who does not have time to hunt down all the errors.

I have done the > Utilities > Verify Data and >Rebuild Data in our old QB Contractor and the new QB Pro 2021. The problem persists!

S

sthom

I have had this problem for years and now, after purchasing the new QB Pro Desktop 2021, it is still happening! I have to spend many hours/days cleaning up this data before I can prepare taxes!

Our invoices are regularly paid in full within a month so we do not charge late fees. The problem is occurring if there is a refund for a NON-TAXABLE ITEM on the invoice but QB puts a percentage of that across the board to each line item including TAXABLE labor and NON-TAX items. These errors are a huge problem because it impacts the P&L reports and therefore, the Sales Tax Payable and reports sent to the accountant who does not have time to hunt down all the errors.

I have done the > Utilities > Verify Data and >Rebuild Data in our old QB Contractor and the new QB Pro 2021. The problem persists!

S

Seaair3

Having the same issue. How was this resolved? Any assistance would be great!

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