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QuickBooks
Online Manual
Deposits
Recording
a Deposit Received Against an Invoice
When
you receive a payment on an invoice you've sent to a
customer, use the "Receive Payments" window to apply
the payment to the invoice.
| 1. |
Display the "Receive Payments" window by choosing
"Customer" and then "Receive Payments".
 For
QuickBooks 1999:
From The "Activities" Menu choose
"Receive Payments".
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| 2. |
Fill in the "Customer:Job" field at the top of
the "Receive Payments" window by using the drop-down
list and clicking on the name you need. If the
payment is for a particular job on your Customer:Job
list, make sure you choose the job as well as
the customer's name in the Customer:Job field. |
| 3. |
Press the tab key to move into the "Date" field.
QuickBooks automatically displays the current
date. You should make sure the date is the same
date that you are making the deposit to the bank. |
| 4. |
Press the tab key again, to move into the "Amount"
field. Enter the amount of the payment. |
| 5. |
Press the tab key to move into the "Pmt Method"
field, and either write in the payment method
of the payment you are entering (cash, check,
Visa, etc.) or use the drop down list to choose
the payment method. |
| 6. |
If the payment you have received is a check, you
should enter the check number in the next field
you tab down to which is the "Check No." field. |
| 7. |
In the "Memo" field, you should enter anything
you would like to appear on the General Ledger
associated with this payment. Typically, people
like to enter the invoice number to which this
payment is being applied, in this space. |
| 8. |
If this is the first time you are entering a customer
payment, indicate whether you want QuickBooks
to group this payment with other undeposited funds,
or deposit it directly into a bank account. (You
can choose whether you would like to "Group with
other undeposited funds" or "Deposit to checking"
by clicking the button next to whichever is your
choice for this payment. Group with undeposited
means that you can group all the deposits for
the day so that only one total entry is made to
the Checking account. If you use Deposit to checking
it deposits each individual check into checking
separately. If you deposit a lot of checks it
is easier to do the bank reconciliation if you
use Group to undeposited funds. The only thing
is that you have to remember to go into make deposit
and record the deposit so that the amount is moved
to checking when it is deposited. Most businesses
have a standard that all payments are put into
one or the other category, but QuickBooks gives
you this option for each payment you enter.) |
| 9. |
If
there are credits associated with this Customer:Job,
the next field you tab into is "Apply existing
credits". You can click on the box next to "Apply
existing credits" to make a checkmark appear in
the box, and apply the credits. If there are no
credits to be applied or if you do not wish to
apply the credits at this time, there should be
no checkmark in the box. Then you can tab into
the next field. |
| 10. |
At the bottom of the "Receive Payments" window
you will see a box with eight columns in it, which
allow you to distribute or redistribute the payment.
These boxes contain your invoice information for
this Customer:Job, and are automatically filled
in when you enter the Customer:Job name at the
top of the window. Normally, QuickBooks is set
to apply the payment to the oldest invoice first,
then to the next oldest, and so on. If you want
to distribute the amount of the payment differently,
do the following: |
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| • |
You
can change this amount by just clicking
the column and entering the amount that
you want applied to each particular invoice. |
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| • |
Note:
Each time you select an invoice, QuickBooks
automatically inserts the amount to be applied
to the invoice in the Payment column. When
the undistributed amount of the customer's
payment is greater than the amount due,
QuickBooks pays the invoice in full. When
the undistributed amount is less than amount
due, QuickBooks applies the entire amount
to the invoice, leaving a balance due on
the invoice. |
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| 11. |
Record
the payment by clicking "Save & Close" or "OK"
if you are done entering payments, or by clicking
"Next" or "Save & New" if you will be entering
more payments |
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| • |
Note:
If you received one payment that covers
multiple jobs, you'll need to apply the
appropriate amount of payment to each job
separately. |
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Back to [ Top ] [ QuickBooks Index ]
Receiving
Payments Towards a Statement
When
you receive payment for a statement you've sent to a
customer, you use the Receive Payments window to record
the payment. You cannot enter customer payments directly
in the customer or A/R registers, you need to apply
the amount against the proper invoices.
To record this payment, you should follow the instructions
under "Recording an Invoice Payment".
Back to [ Top ] [ QuickBooks Index ]
Depositing
Non-Sales Receipts
You
should only enter deposits that are not associated with
an invoice in the system here.
| 1. |
From the "Banking" menu choose "Make Deposits".
For
QuickBooks 1999:
From The "Activities" Menu choose
"Make Deposits".
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| 2. |
If QuickBooks displays the "Payments to Deposit"
window, click the ones you'd like to deposit now,
and then click "OK". The payments shown here are
those that you entered in the "Receive Payments"
or the "Enter Cash Sales" windows, or they are
from "Payment" items you entered on invoices or
other sales forms. If when in those functions,
if you clicked the "Deposit to Checking" field,
you will not see this window, and QuickBooks will
take you directly to the "Make Deposits" window.
You will be using the "Make Deposits" window to
select the account into which you want to deposit
the payments selected in the "Payments to Deposit"
window. |
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| • |
Note:
If you are not going to deposit any of the
payments now, you can skip this step by
clicking just clicking "OK". (There should
be no check marks next to any of the deposits
listed in this window if you are not making
the deposit now.) This will open the "Make
Deposits" window. |
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| 3. |
In the "Deposit to" field, select the cash account
you are making the deposit to. |
| 4. |
Enter the date that the deposit was made (or is
being made) in the "Date" field. (This should
be the date it is deposited in the bank account). |
| 5. |
Enter a memo to be associated with the deposit
in the "Memo" field in the top right corner of
the window. The beginning of this memo appears
in your checking account register and on reports
that show the details of the deposit. |
| 6. |
If, in step 2, you clicked on deposits to make,
your "Make Deposits" window will have entries
in it. Click anywhere below the last payment in
the list. |
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| • |
Note:
If you are not going to deposit any
of the payments now, you can skip this step
by clicking just clicking "OK". (There should
be no check marks next to any of the deposits
listed in this window if you are not making
the deposit now.) This will open the "Make
Deposits" window. |
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| • |
If,
in step 2, you did not click on any deposits
to make and just clicked "Ok", your "Make
Deposits" window should be clear. You can
click in the first column to begin making
entries. |
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| 7. |
In the "Received From" column, enter the name
of the person or vendor from whom you received
the money. Entering the name of the vendor/customer
will help you track your income in a more comprehensive
way. |
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| • |
Note:
If you are entering a refund from a vendor,
enter the vendor name. If this refund is
for the return of items entered on a bill
credit, enter the Accounts Payable account
in the From Account column. If the refund
is for a discount or overpayment, enter
the expense account of the original expense
in this column. |
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| 8. |
When you tab or click to the "From Account" column,
you can choose the account where you want QuickBooks
to track the amount you are entering. |
| 9. |
Tab over to the "Memo" column and enter any memo
you want to associate with that particular entry.
(This step is optional) Whatever you enter in
this field will print on your reports and General
Ledger. |
| 10. |
If you are entering a check you have received
you should enter the number in the next column,
"Chk No." |
| 11. |
In the "Pmt Meth." Field, enter the payment method
of what you have received: Cash, Check, or specific
credit card. |
| 12. |
Enter the amount of the payment in the "Amount"
field. |
| 13. |
Click "Save & Close" or "OK" if you are finished
entering the deposit, or "Next" or "Save & New"
if you are going to enter another deposit. |
Back to [ Top ] [ QuickBooks Index ]
Viewing
a List of Payments Included in a Deposit
| 1. |
From the "Reports" menu, choose "Banking", and
then "Deposit Detail".
For
QuickBooks 1999:
From The "Reports Menu", Choose "Other Reports"
and then "Deposit Detail".
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| 2. |
You can use "QuickZoom" to go directly to the
payments associated with a deposit. Use your mouse
to point to the payment you would like to see.
When you are over a payment that can use "QuickZoom"
the mouse turns into a magnifying glass. When
it is in this shape, double-click it and QuickBooks
takes you directly to the payment associated with
the deposit, so you can see it in detail. |
Back to [ Top ] [ QuickBooks Index ]
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