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What is the "proper" way to make sure that a payment I receive for an invoice is "assigned" to that particular invoice? (I feel like many payments I have received don't get assigned to an invoice and instead it looks like the client has not paid me).

When I receive a check from a customer whom I previously sent an invoice, I go to the customer report for that customer, click on the link "Invoice" for that invoice, then click on the Pay Invoice button (very far right side).

I then do a customer report and see that there is no balance (meaning all the invoices have been paid).

But I swear at some later time those payments become "lost" in the system, meaning if I do a customer report two or three months later on, it would show that the customer has a balance due.

Am I not processing the payments the right way?

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When I receive a check from a customer whom I previously sent an invoice, I go to the customer report for that customer, click on the link "Invoice" for that invoice, then click on the Pay Invoice button (very far right side).

I then do a customer report and see that there is no balance (meaning all the invoices have been paid).

I don't process invoices using the same method you do. Instead I go to Business -> Customer -> Process Payment. From there I can select the applicable customer, and a list of unpaid invoices will come up. I've never experienced the issue you've described.

On a related topic: are you posting your invoices? From experience that has caused issues for me; when you post the invoice it should show up in your Accounts Receivable (or whichever account you've designated), and after you process the payment the A/R should go down accordingly. When posting your invoice, you specify which account it gets posted to:

Screen grab of Post Invoice window Asking for A/R Account

So that account should show a balance once you have posted it:

A/R balance

Then, when a client pays you, your cash will go up, and A/R will go down.

  • Thank you, tendim. Yes, I am posting the invoices first. I guess that brings up the next question: What if I don't have an Accounts Receivable account set up? I must have not set one up when i did it originally? – Mark Romero Sep 28 '16 at 20:02
  • I must be doing something very wrong. When I look at an account I setup (photography services) I see lots of negative balances (red letters and in parentheses), but so far, I have only being trying to track INCOME, not tracking any expenses by me. So it should show only POSITIVE numbers in the balances, shouldn't it? – Mark Romero Sep 28 '16 at 20:17
  • I've updated my answer to include some details about the post process. – tendim Sep 29 '16 at 15:53

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