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brianstoiber
October 4, 2022
Question

Unpaid invoices of $0.00

  • October 4, 2022
  • 1 reply
  • 0 views

We are using QBO (recently switched from Enterprise). We often will have warranty repairs that we perform on customer's products. Because they are under warranty, the customer pays $0.00. However, we need to create an invoice for it so that it will deduct the qty or parts used in the repair from inventory. When we try to close that invoice by receiving payment, we can't because it doesn't recognize $0.00 as a valid payment amount. 

 

Am I doing this incorrectly? Is there another way to handle this? 

1 reply

T
TirzahC
October 4, 2022

Let me share with you on how QuickBooks handle unpaid invoices in QuickBooks Online, brianstoiber.

 

The first thing we can do is to create sales receipt. It is used for customers who give you immediate payment.

 

Here's how:

 

  1. Click + New.
  2. Select Sales receipt
  3. Choose the customer from the Customer drop-down.
  4. Enter the sales info, such as the payment method.
  5. Enter line items for the product or service you've sold.
  6. When you're done, choose Save and send to email the receipt.

 

Next, let's create service Item and enter it as a negative amount upon creating the invoice. In doing this, make sure that the income account of the item is an expense account. 

 

Here's how:

 

  1. Click on the Gear icon at the top.
  2. Select on Products and Services.
  3. Hit on New.
  4. Choose on Service.
  5. Enter the item name.
  6. From the Income account section make sure to select an expense account to track your transactions correctly.
  7. Tick on Save and close.

 

Once done, you can now proceed with creating the invoice and applying the charge.

 

Here's how to create your invoice:

 

  1. Click on the + New button.
  2. Choose Invoice.
  3. Select your customer's name and other information needed on the invoice.
  4. From the Product/Service box select the item to be used with its amount.
  5. Add a second line for the service item that you've created and enter the amount of the fee as a negative figure.
  6. Hit on Save and close.

 

For more tips about handling your items or products and services in QuickBooks Online, we can open this link: Add product and service items to QuickBooks Online.

 

Please let me know if you have further questions about the process. I'm always glad to help. 

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