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record payments received in a Customer Invoice account

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  • RandyP
    RandyP Member ✭✭✭
    I know this is old, but it's not marked "answered" and it's not closed for discussion, so here goes . . .

    1. Locate the deposit transaction in the business account register.
    2. Right-click on the transaction and select "Split..."
    3. In the Split Transaction form, separate the amount into two lines accordingly.
    4. In the "Category" column, select the name of the invoice account for each line.
    5. Close the Split transaction window, then press the "Enter" key to accept the change.
    6. Open the invoice account and you should now see two "PMT" transaction.
    7. For each transaction, enter the appropriate invoice number in the "Invoice #" column.
    8. Press the "Enter" key to accept each change.

    Two payments from one deposit should now show as being applied to two separate invoices accordingly.
  • UKR
    UKR SuperUser ✭✭✭✭✭
    There are two ways to record payments received in a Customer Invoice account:
    (1) The way the programmers envisioned you'd do it
    Use the New Customer Payment dialog from the Customer Invoices account.
    Enter the customer name, then enter the amount paid by the customer. Enter the bank account to deposit this payment to.
    If there are any outstanding credits, refunds or finance charges to apply, click the "Apply existing credits" button (which will not be greyed out if there's a non-zero amount available)
    In the Outstanding Invoices table click to select the invoice(s) to be marked as paid.
    If the amount paid by the customer covers more than 1 invoice, no problem. Just mark the ones that this payment is meant to cover. Quicken will track any overage, in case the customer paid more than he needed to. Ditto for partial payments. Quicken will track how much the customer still owes and will not mark an invoice as paid until the customer sends more money.

    (2) Through the "back door"
    These days, some Quicken users receive payment from customers via credit card or electronic deposit directly into a checking account.
    When these transactions are received into Quicken, review them.
    To be able to use them as payments against recorded customer invoices, be sure that the customer name is spelled correctly in the deposit transaction in your checking or credit card account. Categorize the transaction as a Transfer to the [Customer Invoices, Receivables] account (to use the name of my account from the image above, use whatever your Invoices account is named, enclosed in [square brackets]).
    This will create a Credit transaction in the Invoices account ... through the back door, as I call it ...
    But it will not mark any invoices as paid.
    You need to do that yourself.
    "How?" you ask? "The amount paid by the customer was recorded as a Credit. I can't create another Customer Payment transaction, because that would create a double payment all over the place."
    Correct. But here's what you can do:
    Create a New Customer Payment transaction for $0.00
    Check the box at "Apply existing credits".
    You will see the amount of the just recorded Credit transaction (and any prior unapplied Credits, Refunds and Finance Charges) appear.
    Now mark the outstanding invoices, as many of them as the credit amount can cover, one, two or more invoices.
    One Payment transaction covers as many invoices as needed. No need for fancy split transaction maneuvers.
    Note that, when you save this $0.00 transaction, it will not create a Payment transaction in the register. It will vanish. But the invoices will now be marked as paid and all the reports or statements you can pull about customer status will correctly reflect the payments.

    Footnote:
    The original reply by Howard Roark above was meant to cover a different situation.
    Assume you received several checks in the mail from several customers.
    If you record each customer payment as described above in my response, section (1), you will have multiple deposit transactions in your checking account.
    But most likely you will want to actually deposit these checks to your bank account with one summary deposit slip.
    To make reconciling your checking account easier, Howard (and all of us regulars here in the Community) recommend the intermediate "Undeposited Funds" account method. Your individual payment checks are first recorded into this intermediate account.
    When, at the end of the day, you go to the bank to hand in your deposit slip and all the checks, you record a single transfer transaction in Undeposited Funds to your [Bank Checking] account.
    Easy peasy.
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