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K
knapiks
May 18, 2024
Question

What happens behnd the scenes when a payment is applied to an invoice? I need to create a JE to apply money that auto codes to a bulk wholesale invoice.

  • May 18, 2024
  • 1 reply
  • 0 views
I am not invoicing customers individually.  I have a bulk amount every month.  The actual money comes into QBs with coding rule.  currently as a type of income.  How do I apply to invoice without the "receiving paymnent"?  What are the two sides of the JE?

1 reply

R
RheaMaeH
May 18, 2024

I'm here to share information about your invoice and how to record it through your Journal entries in QuickBooks Online, knapiks. Let's work together to ensure your invoicing is handled accurately.

 

When a payment is applied to an invoice, it accurately reflects the transaction and updates the status as paid.

 

Also, by recording money through journal entries, we need to ensure that we link the payment to an invoice using the Receive Payment feature. If you don't link the payment to the invoice, QuickBooks won't recognize the journal entry as a payment.

 

In a journal entry, there are two sides: credit and debit. On the credit side, you'll credit the bank account where the payment is received. On the debit side, you'll typically debit the accounts receivable account. If you need further assistance with debiting and crediting the accounts, you should seek help from your accountant.

 

Furthermore, you can visit this link to learn how to personalize and add specific info to your sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online.

 

I'm always available to help you manage your invoices in QuickBooks Online. If you have any further questions, feel free to ask. Have a great day.

K
knapiksAuthor
May 18, 2024

 You said:  On the credit side, you'll credit the account that represents the source of the payment. 

 

I don't know what this is.  That is the problem.  The payments are already in QBs .  there are dozens of them.  I am trying to apply a month's worth of payments to a bulk invoice.  We are trying to track AR.  

J
Jelayca V
May 18, 2024

I appreciate you coming back, knapiks. 

 

To clarify, in a Journal Entry (JE),  the credit side represents bank account where the bulk payment is.

To link the JE to the unpaid invoices, you'll want to utilize the Received payment feature. This allows you to accurately track your accounts receivable and ensure that your financial records reflect the payments received from your customers.

Here's how: 

 

  1. Select + New.
  2. Select Receive payment.
  3. Choose a customer.
  4. Under Outstanding Transactions, select the invoice.
  5. Under Credits, select the journal entry to apply it as a credit.
  6. Select Save and close.

 

Alternatively, to track the A/R, you can consider running the transaction journal report to ensure that each one is applied to the correct invoice. I'll lay down the steps to help you find them. 

 

To check multiple invoices, we can use the customized Journal report: 

 

  1. Go to Reports.
  2. In the search box, search for Journal, then click the result. 
  3. Click the Customize button.
  4. Check Transaction Type, then select Invoice.
  5. Add other customization settings if needed.
  6. Once done, click Run report. 

 

Nonetheless, it is advisable to consult with your accountant to determine the best course of action. They can guide how to handle the situation appropriately and ensure that your financial records remain accurate and compliant.

If you need assistance finding an one, you can vsit this page for your guide: Find a ProAdvisor

 

After managing those invoices, I'll also add this article if you need help creating customer statements: Create and send customer statements in QuickBooks Online.

 

You can reply here again if you have more concerns about your invoices and how the accounts affect your books. I will be around to help. Best regards. 

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