Linking Payments to Existing Invoices

Summary

Hi - You were such a terrific help with my invoicing problem that I thought I'd ask another question. I receive payments and apply them to invoices on a regular basis and normally when I enter them they apply to the invoice and the invoice disappears from my open receivables report. I have one payment however, that I am pretty sure I entered just like all the rest, but this one didn't seem to apply to the open invoice. Instead, my Open Receivables report shows the invoice for $12,000 and the payment of $12,000, with a balance of zero. What can I do to make the payment apply to the invoice so the whole thing disappears from my report.

Question

Hi - You were such a terrific help with my invoicing problem that I thought I'd ask another question. I receive payments and apply them to invoices on a regular basis and normally when I enter them they apply to the invoice and the invoice disappears from my open receivables report. I have one payment however, that I am pretty sure I entered just like all the rest, but this one didn't seem to apply to the open invoice. Instead, my Open Receivables report shows the invoice for $12,000 and the payment of $12,000, with a balance of zero. What can I do to make the payment apply to the invoice so the whole thing disappears from my report.

Answer

To link a payment to an existing invoice (for the same job), do the following: 1) Run the Open Invoices report and zoom in on the payment (the negative number). 2) You'll see a Receive Payment screen with an amount in the "Existing Credits" field. DO NOT enter anything in the amount field at the top of the screen. 3) Click "Apply Existing Credits" and if necessary apply the credit to specific invoices at the bottom of the screen.