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office257
July 23, 2023
Question

Issue with customer receipts allocated against multiple invoices

  • July 23, 2023
  • 1 reply
  • 0 views

I have a client who receives one receipt per customer which will be a payment for anything up to 100 or more invoices.

 

I have several issues with the way QBO handles these receipts, I want to know if I am handling these right or if there is a way that send can be changed to stop my issues.

 

1. Currently when the receipt is matched to invoices the customer transaction list view will have individual lines for each invoice allocation. This means I end up with pages of payment allocations which don't show the invoice numbers for that line.

Is there a way to either not have these lines generated or else at least the invoice number shown.

 

2. When the allocations are taking place is there a way to either search for the invoice number or can the lines be sorted in some way?

 

3. I have issues with these multiple allocations where a staff member has maybe misallocated one invoice, when I select the individual invoices to view allocations I have to scroll through pages and pages of invoices to find the one I am looking for.

Some customers can have 3 to 400 lines of invoices in there.

 

Why can QBO not just show only the invoice you have selected and the matching receipt.

 

Can someone help me?

 

I am so close to moving this company back to Sage50

1 reply

KlentB
KlentB
July 23, 2023

I can see how having individual lines for each invoice allocation can create a cluttered view, office257. I'll provide you with some tips to make the situation more manageable.

 

When you record the payments, QuickBooks Online displays them individually on the Customer Transaction List page. Currently, the option to disable the lines and include their associated invoice number is unavailable. As a workaround, we can pull up a special report to view the payments you’ve received and the invoices that go with them. Here's how:

 

  1. Go to the Reports menu.
  2. Under Who owes you, select Invoices and Received Payments.
  3. Click the Customize button, then set the appropriate report period.
  4. Tick the Num checkbox from the Rows/Columns section,
  5. Select the appropriate name from the Customer filter.
  6. Hit Run report.

 

Furthermore, we can use the Find invoice by no search field/button and Filter option when allocating the payments. This will help us narrow down the list and find the specific invoice you're looking for more quickly. Feel free to follow these steps:

 

  1. Click the + New button.
  2. Choose Receive payment, then pick a customer.
  3. Click the Find invoice by no button or enter the number in the search field from the Outstanding transactions table.
  4. Alternatively, select Filter then set the conditions.

 

 

Regarding your last question, while there isn't a way to only show the selected entry, you'll want to consider utilizing the search field mentioned above to easily locate the invoice with misallocated payment. This way, you won't have to scroll through several pages.

 

I also completely understand the importance of having a more streamlined experience. Rest assured that we value your perspective on this matter. Please know that our Product Development Team closely monitors customer requests and suggestions. By submitting your feedback, you can help us identify areas for improvement and prioritize enhancements. Here's how:

 

  1. Sign in to your company.
  2. Go to the Gear icon.
  3. Choose Feedback.
  4. Enter your comments in the description box.
  5. Click Next to submit your inputs.

 

Finally, here are some articles that you can read to learn how to modify the appearance and layout of your sales forms: 

 

 

Should you have further questions or require assistance with any other aspect of QuickBooks Online, please don't hesitate to reach out to me. I'm always here to provide support and guide you through any challenges you may encounter.

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