How to Allocate a Payment to a Job in QuickBooks

Always record payments upon receipt and allocate them to the correct invoice.

When you make an invoice in Quickbooks, it automatically goes into the queue of unpaid invoices; once you receive and properly allocate payment, the customer's balance will decrease. The invoice will then either remain in the queue or be removed completely depending on whether payment was made in full or not. Failure to properly allocate payments will cause each payment to be allocated to the oldest invoice, regardless of the source of payment, which will result in confusion and improper customer account balances.

Instructions

1. Click the "Receive Payments" link on the Quickbooks home screen.

2. Type the customer name in the "Received From" field, and enter the amount of payment and the date the payment was received in the respective fields.

3. Enter the appropriate payment method in the "Pmt. Method" field, the check or reference number in the "Reference #" field and enter a memo if desired.

4. Choose the appropriate invoice from the list below the payment entry section. Any open invoices for the paying customer will appear in the window. Click "Save and Close".

References

• Quickbooks Pro Help; Receive Customer Payments