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Sharren Red
October 18, 2022
Question

How to delete multiple unapplied payments

  • October 18, 2022
  • 1 reply
  • 0 views

I need a way to delete multiple Unapplied Payments in Quickbooks each month.  Let me explain.

 

I have started using a scheduling tool to manage my customers bookings.    Customers use the App to book our services and this tool automatically  creates and sends invoices and copies everything to Quickbooks.  All my customers pay by bank transfer (UK) and Quickbooks automatically matches customer payments to the correct invoices - all good!  However our customers  see their invoices in the scheduling app so I have to manually park them as paid in there once the cash arrives in the bank.  By marking them paid in the App it automatically adds the amount as received and copies this to QB - creating a duplicate payment (even though no additional cash has been received).  I need a way to manually remove Unapplied Payments in bulk (I know I can do it one at a time).

 

I hope all that makes sense.

1 reply

G
GeorgiaC
October 18, 2022

Hi Sharren, thanks for joining the QB Community - it's not possible to batch-delete payment transactions from the sales menu in QB. If the bank deposit amount is the same the downloaded payment for each customer, you can instead match the payment from the bank to this. If the downloaded payment is not automatically applied to the invoice, open the invoice and click 'receive payment' > tick the unapplied payment under 'credits' on the payment screen > save. 🙂

S
Sharren RedAuthor
October 18, 2022

Thank you

 

It looks like I have to mark them as paid in the scheduling tool first.  Then it duplicates the amount in QB and I can link that to the invoice BEFORE matching it to the bank transaction.  If I match the bank transaction first the duplicate payment cannot then be applied to the same invoice.

 

Don't suppose their is a way I can search for 'Unapplied Payment' in the All Sales tab so I can see what others are there?

G
GeorgiaC
October 18, 2022

Thanks for getting back to me Sharren; there's no specific feature to filter for unapplied payments on the all sales tab, however, you could run the A/R Ageing Detail report and this will list payments that have not yet been applied. 

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