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jtay144620
jtay144620
February 22, 2023
Question

Clearing a journal entry that's creating a balance on a customer account but doesn't show in the receive payments table

  • February 22, 2023
  • 19 replies
  • 99 views

I have an old customer with a balance showing on my Aging Report due to a Journal Entry that is within a closed period. I am unable to receive anything against it in the Receive Payments table as it doesn't show up for me to receive against. It was initially entered to clear out a credit balance from 2020 but the entry was for more than the credit balance leaving a balance of 87.50 on the account. (-634.27 + 721.77 = 87.50) I can create another Journal Entry to offset the balance and zero out the customer's account, but as I said, I am unable to receive it against the balance so both entries are still showing on the Aging Report.

19 replies

MJoy_D
MJoy_DQuickBooks Team
QuickBooks Team
February 22, 2023

I can share some information about journal entries and invoices in QuickBooks, @jtay144620.

 

You can create journal entries in QuickBooks Desktop (QBDT) to move money between accounts. However, only open invoices will show in your Receive Payment window in QBDT. To offset the customer balance, you can create another journal entry. You may consider checking with an accountant for guidance on what debit and credit accounts will be used. 

 

Check out this article for more information about creating journal entries. I'll guide you on how to edit, reverse, and delete a journal entry: Create a journal entry in QuickBooks Desktop for Windows or Mac.

 

Here's how you can resolve common issues when applying a payment towards an invoice by reapplying payments, refunding payments, and more. 

 

Let me know in your reply if you have any other concerns managing your customer balance. I'll be around to help you out. Keep safe!

jtay144620
jtay144620Author
February 22, 2023

Thank you very much for the quick response. There are, in fact, Journal Entries that will show up in the Receive Payments window. However, this is not one of them, or I would simply receive a credit against it. The issue is that I am unsure as to why it isn't showing up in the Receive Payments window and because it doesn't, I cannot clear it.

Rea_M
Level 10
February 22, 2023

I appreciate your quick response, @jtay144620.

 

I'm here to share further details as to why your journal entry bot showing up in the Receive Payments window so you can keep your customer balance accurate in QuickBooks Desktop (QBDT).

 

The Accounts Receivable (A/R) account should be included in your journal entry to clear the balance on your customer's account. You may haven't included the said account. That's why it isn't showing as credit in the Receive Payment window. With this, I'd recommend changing the details of your journal entry if necessary.

 

In case the error continues, you may have a minor data issue with your company file. With this, I'd recommend utilizing the Rebuild Data tool. It's a built-in tool that can help automatically fix data issues with your company file. 

 

Also, you may want to check out this article in case you need help with the standard process for creating invoices and receiving payments in QBDT: Get started with customer transaction workflows in QuickBooks Desktop.

 

Please feel free to leave a comment below if you have other concerns about managing customers and income transactions in QBDT. I'm always ready to help. Take care, @jtay144620.

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