Weird Receive Payment Problem

[hot4bo]

I have a client who has many customers with many jobs for each. When they receive a payment from the customer, on the Receive Payments screen, all of the open invoices for the various jobs are listed and they just check off each one that applies. The problem lies in pulling reports by Customer:Job. The payments don't show up there at all. Is there any way to get the payments to show under the Customer:Job?

Background: They want to show Projected Commissions by Job. They create an invoice for the Customer:Job for the total commission amount then apply payments to that invoice. Pulling a Customer Balance Detail for a Customer:Job should show the invoice and payments but it doesn't show the payments only the invoice.

Is there a better way to do this?

[Wartrace]

Did you include both transaction types in the report filter? Just go to the filter tab, click "Transaction type">Multiple and select invoice and payments.

I just did this in a practice file and I get both invoices and payments for each job.

[hot4bo]

Yes, I chose both transaction types. I can get the payments to show if I "receive" the payments to the job but not if I "receive" them to the master client and choose the Customer:Job invoice to apply it to.

[Wartrace]

Ah, ok now I get ya.

You would have to follow the procedures for a misapplied payment and change the payment from the main customer to the specific job.

It is a ten step procedure that is outlined in the QuickBooks Solutions guide by Laura Maderia. (Highly recommend her book). I really don't wan't to type out all ten steps right now if you already know how to handle it

There isn't any way to "force it" to show as a payment for the job unless the payment was received against that job.

[hot4bo]

I really thought there would be a way to do this but I guess not.

OK, I have to find a workaround for the client. She really needs an invoice to the Job and a transaction list by Job but the payment comes from the master client for many invoices, which could include as many as 30 jobs or more. It would be ALOT of work to receive 30 payments for one check.

[Wartrace]

Originally Posted by hot4bo

I really thought there would be a way to do this but I guess not.

OK, I have to find a workaround for the client. She really needs an invoice to the Job and a transaction list by Job but the payment comes from the master client for many invoices, which could include as many as 30 jobs or more. It would be ALOT of work to receive 30 payments for one check.

Have you messed around with XpandedReports at all? As a ProAdvisor you get a free subscription with your PA membership. You can check it out and see if it will allow you to segregate the reporting.

Another great thing about Xpanded is they have a preformatted "commission report" that might be very useful to your cient.

[hot4bo]

That wouldn't really help the client as they control their file and I don't really have access to it.

It's not really commissions they're trying to track although they call it that. They invoice the Job and receive payments from the master Client. They just want a Transaction List for the Job that shows Invoices and Payments.

[hot4bo]

I might be able to convince them to buy a reporting program if I know for a fact it will let them report on Customer:Job Payments when the payment was received for the Customer and credited to the Job invoice.

[Wartrace]

Stacey,
You can get the Xpandedreports for free and see if it will produce the reporting they want. If your client decides it's a useful tool they can buy it at a monthly subscription cost and add you as a user for their company file. You would be abe to access their data over the internet and create reporting for them.

[hot4bo]

I asked. They don't want the monthly fee.

I told them that the problem lies in the way they are receiving payments and they have to change the way they do things if they want the reports they want.

[Joe Williams]

You could try running the P&L by Customer in CASH BASIS to report on the invoices and bills PAID in the time period. It is not the same as the Job Report but will give most of the information based on what is paid.

[hot4bo]

I actually tried that. They only want to report by Job not Customer. They want a detailed listing of the invoices and payments.

[Joe Williams]

I then believe that you have tried using Statement with the dates set for this fiscal year so it will show the invoice and payment with their date and number. I know it will not show what the payment is applied to but just a summary of the payments and invoices.

[hot4bo]

Unfortunately, sometimes I find that some clients are just not satisfied no matter what. They want what they want but don't want to enter things the way they need to to get there.