How to apply a downloaded payment to an invoice?

Om_Audio

I have been using Quicken Home and Biz for many years. I am on Win11 w latest versions of all. It seems the last number of years I have had more and more paid invoices appearing as unpaid and now I am even having trouble simply applying a payment to a bank account to an invoice. I have "RTFM" as it were and reviewed the Quicken site for guidance and yet I still have issues.

https://help.quicken.com/pages/viewpage.action?pageId=3216239

So- I have an invoice for $300. I go to the deposit and choose to match manually but the invoice is nowhere to be found- in fact out of a few dozen invoices I only see 1 which is shown as a transfer. So why are my unpaid invoices not showing in the match manually dialog? If I receive pmt on an invoice and the amt and date match a deposit exactly I will see it sow "match" in the downloaded transactions area. This fall apart when I have a single deposit that is for multiple invoices.

I really need help with this basic operation I am not understanding what is not configured correctly or what I am possibly doing incorrectly.

Thanks

C

UKR

Remember that there are at least 2 account registers involved with processing Customer Invoices: the Customer Invoices account itself and your Checking account.

As designed, a customer invoice is marked as paid when you record a New Customer Payment transaction in the Customer Invoices register and select one or more unpaid invoices from the list. This also creates a transfer transaction into your checking account in the amount of the check or electronic deposit.

When you perform transaction download in your checking account AFTER having marked invoices as paid, the download process should be able to find and match the downloaded transaction to the appropriate register transaction.

If you download and accept transactions BEFORE marking invoices as paid, there will be no matching transaction to work with. And the deposit transaction created by Quicken may not have the correct customer name in it.
At best, if marked as a transfer to the Customer Invoices account and recorded with a correct customer name, this will appear as a refund or credit and will NOT mark invoices as paid.

For best results, do not automatically accept downloaded transactions into your checking account.
When you see a downloaded payment arrive in the downloaded transactions tab, switch to the invoices account and mark invoices as paid, thus creating a proper transaction in the checking account. You can now switch back to the checking account, where the payment now should have a status of Match instead of New. Now go ahead and accept this payment transaction in your checking account.

Om_Audio

Thanks. This is still frustrating that Quicken cannot better manage if deposit is accepted first. I now have 5 uncleared invoices that I cannot figure out how to connect to the deposit that was for them. Can you offer any guidance on that issue? thx.

UKR

I'm assuming that you have recorded these deposit transactions using the correct Customer Name and transferred it to the Customer Invoices account, where they appear as refunds or credits.

If you have received payment for a customer and invoices remain as unpaid, you can correct that problem. Record a $0.00 New Customer Payment transaction in the Customer Invoices account, select the customer name, click to put a checkmark into the "Apply existing credits" box and mark all unpaid invoices as paid. Save the transaction.
You will not find a $0.00 payment transaction in the register, but all marked invoices for this customer will now show "c"(cleared) in the Clr column and should be taken off the Unpaid Invoices list.