How to Accept an Invoice Payment in QuickBooks
Receiving payments in QuickBooks is a process that involves multiple tasks. When you enter the payment, you can apply it either partially or fully to specific invoices; the payment is then available for deposit into an account. Most customers will specify the amount that they are paying and to which invoice or invoices the payment applies. Always follow customer guidelines when applying payments; if the customer does not give you guidelines and the payment does not match a specific invoice or a specific combination of invoices, contact the customer for clarification. If time constraints do not allow you to contact the customer, apply the payment starting with the oldest invoice first.
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Instructions
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Open QuickBooks. Go to "Customers" in the top menu and select "Receive Payments" to open the Receive Payments window. Alternatively, you can click the "Receive Payments" icon in the "Customers" section of the "Home" page to open the Receive Payments window.
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Enter the customer's name in "Received From" in the upper left corner of the Receive Payments window to open the customer's account. If it is the correct account (the same account on which you recorded the invoice), all invoices with open balances will be listed in the middle of the Receive Payments window. Skip the next step if the invoice to which you wish to apply the payment is in the list.
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Click the "Find a Customer/Invoice" button on the right side of the Receive Payments window to open the Find a Customer/Invoice dialog box. Follow on-screen instructions to search for the invoice by invoice number, invoice amount, invoice date, customer name, customer job or customer account number. Select the correct invoice and click the "Use selected customer or transaction" button to return to the Receive Payments window with the selected invoice listed in the middle section of the window.
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Enter the payment amount in the "Amount" box in the upper left corner of the Customer Payment window.
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Select any listed invoices to which the check applies. If the customer lists specific amounts for specific invoices, apply the payment that way. Click the "Save and Close" button in the lower right corner of the Customer Payment window to complete the transaction. Go to the next step if you are applying a partial payment to an invoice.
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Select the invoice or invoices to which the payment applies in the middle of the Receive Payments window, using the amounts specified by the customer. To apply partial invoice payments, select the invoice from the list and edit the amount in the "Payment" column. Click the "Save and Close" button in the lower right corner of the Customer Payment window to complete the transaction.
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