Question

On invoices there is a dropdown called Invoice Activity. where does the viewed information come from

Forum|Forum|2 years ago
June 26, 2024
8 replies
140 views

QuickBooks Online

A

Anonymous

Let me shed some light on the viewed status of your invoice in QuickBooks Online (QBO), direct. This way, you'll get familiar with the different statuses of your transactions.

The Viewed status on your invoice indicates that your customer has received and opened the email. Please note that this status is only visible when you are online or connected to the internet.

Moreover, the following are the different stages of the transaction you can view under the invoice activity section:

Sent: The invoice was sent using one of the email options in QuickBooks.
Paid: You recorded a payment for the Invoice in QuickBooks. The history displays partial and complete payments.
Deposited: You record a payment deposit in QuickBooks.

In addition, you can refer to this article for instructions on how to log a payment in your records when your customer settles their open balance: Record an invoice payment.

Drop me a comment below if you have any other questions. I'll be more than happy to help. Wishing you a good one!

S

studium

I have a 2 further questions on the "status" of the partial payments shown as "activity" against an open invoice. Invoice activities [see below] are displayed as points connected by a vertical gray LINE [right hand side of the screen].

1. Partial payments APPLIED to the invoice are shown as GREEN CIRCLES in the line. But some partial payments also have a LIGHTER GREEN RING around the darker green circle while others do not. What is the MEANING of the CIRCLE and of the RING? [QBO is poor on navigation to documentation if any exists.]

2. Beneath the partial payment on the activity line is a link that says "View payment #abcd" ... but when I follow the link it takes me to a "Receive Payment #wxyz" [where "wxyz" is the customer check#]. I have been unable to find the reference to "abcd" associated with the partial payment anywhere in QBO.

QBO's lack of [or failure to grant the user easy access to] the hard transaction references that must be internally generated as keys to associate the different GL entries associated with a single accounting transaction [like a shared JE# relates its various gl entries] leaves the user wondering what QBO did behind the curtain when [s]he takes a certain path to recording a transaction. We know there must be something there that permits us to "undo" the transaction and presumably reverse the various GL entries ... but QBO seems unwilling to share that with us in any search or report which are simply queries using that info. Why not share it?

L

lauram5

New Member

@directelectric-2 These view counts also show when you have opened or viewed the invoice from within Quickbooks online. It is not supposed to, and Quickbooks still claims to this day that it doesn’t, but it does.

I tested this by putting in one of my email addresses (not associated with Quickbooks) and sending the invoice.

I DID NOT open the email. Then I went to the invoice in Quickbooks, opened it, and the then the view count showed that view. This invoice previously had no views.

Quickbooks has known about this for 2 years now and has done nothing to correct it. They don’t actually care about their users as is proven by the changes they keep making that cause the software to not be able to be used as intended, such as this issue. I am looking to switch accounting software, so if anyone here has a better option, please share!

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