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-actiontransport
May 13, 2024
Question

Has anyone had issues with recurring invoices? our QB automatically sent one recently already marked as 'paid' even though it hadn't been yet & we don't know why?

  • May 13, 2024
  • 1 reply
  • 0 views
It's also showing some payments as void or paid but the amount as £0.00. There's another payment made on 26/4 that's been matched twice to one invoice and then again to another future invoice that hadn't even been sent to the customer yet.

1 reply

E
emmam6
May 13, 2024

Hello Actiontransport, welcome to the QuickBooks Community page. We are not aware of any issue with recurring invoices which match your description. Could we ask for a bit more detail. 

 

In this case the recurring invoice are you saying QB marked it as paid and that you did not want it sent? Had you edited the template in the recurring transactions section so it would not create a new template? or are you saying you did want it to send but that it should not show as paid? If so, can you check the audit log in QuickBooks in the cog in the top right. Does it show that the payment was automated entry?

 

In terms of the payments or matching they would have to be done by a user unless it is a payment made through the invoice (via PayPal or Go Cardless), can we ask you to check the audit log on the 26th transaction to see if that if that is automated.

 

Apologies if we have misunderstood you. It is this case as we cannot see your QuickBooks, so we have to ask a few questions to make sure we are in the right place.

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-actiontransportAuthor
May 15, 2024

Hi, thanks for getting back to me.

We've set up several recurring invoices which work fine but this one for some reason was automatically sent to the customer marked as paid. We weren't aware until the customer contacted us to ask about it as they knew they hadn't paid it yet. Although the invoice was only sent on the 1st May 2024, the payment shows as from July 2023! The audit log says it was an 'indirect edit by system administration' - not sure what that means?

 

For the other issue from 26 April. The bank transaction shows as matched twice to the same invoice and again to another invoice from May - which was only created, but not yet sent. On the audit log it says my colleague made indirect edits 5 times on the 28th April and another 4 times on the 29th. It also claims I made an edit on Monday however I know I only viewed, not edited these transactions. We don't use paypal or goCardless. 

 

Hope that makes more sense?

G
GeorgiaC
May 15, 2024

Hi -actiontransport, thanks for getting back to us with this additional information

 

Indirect edits by system administration are normal and show changes made automatically by QuickBooks. These can happen for a number of reasons, including:

 

  • You change a record, and the change affects another record. For example, if you edit a payment and link it to a different invoice, you may see a System Administration event for a change to the original invoice.
     
  • You connect a third-party app to QuickBooks. When the third-party app sends data to QuickBooks, or when it makes a change to your existing data, this appears as a System Administration event.

 

  • You create a recurring transaction, such as a recurring expense. When QuickBooks automatically adds an instance of the transaction to your books, a System Administration event appears in the audit log.

With regard to the automated payment, this can happen when the setting to automatically apply credits is turned on. This will apply any unapplied payment/credit note to the next invoice generated for the same customer. 

 

You can check and manage this setting by going to the Gear > Account & settings > Advanced > Automation. If you need further support, we recommend reaching our team by chat messaging or on 0808 234 5337. The agents available here will have access to set up a remove screen share with you to enable them to view this with you. 

 

Thanks again for reaching Intuit QuickBooks Community. Have a great day!

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