Tracking by payor

Enter the receipt as a sales receipt.

Simplest way is to left click on the customer name & select Find from the pop-up menu - this will show all transactions using that name.

If you want multiples or a report format, do a quick report & modify it to show all transactions from customers & then save. What you need to change depends on what year QB you're using.

Scott out.

It must be hard and waste of time to enter the payment data twice - once into your process management database and then again into QuickBooks either as invoice/receive payment or as sales receipt, especially if the volume is high.

You may want to use simple data extract tools to create invoice and receive payment or sales receipt data in QB. You can either use IIF or QBXML to export data into QB. Please visit

What happens when nothing shows up, which is exactly what will occur?

Thanks. That's an interesting way to go that I had not seen before. When I tried it in the sample services QB database, it seemed like I could not link the payment directly to an account but had to link it to a sales item, which in turn was linked to an account; that behavior could not be customized around. More significant is the fact that, once the payment (sales receipt) is completed, the dollars are listed as being in the "undeposited funds" account, instead of the account that was linked to the item in the item list. There did not seem to be a way at that point to change the account. Then, when I make a deposit of that receipt into "checking," the "undeposited funds" account is carried over into the "checking" account; there is no way to change it--no drop-down menu. So, the basic question is, if I use the "sales receipt" approach, how can I dictate which account the sales proceeds will be linked to? Obviously, this is necessary for both accounting and tax purposes.

The purpose of the sales item is to specify the Income account you want to associate the payment with.

By default, the transaction will Debit Undepositd funds & Credit {account on sales item}.

To change the use of the Undeposited funds go to Edit>>Preferences>>Sales& Customers. On the Company preferences tab unchecked the "use undeposited funds" option on the bottom of the page. This will now give you the drop down menu on the sales receipt and Receive payments screens so that you can select any bank account you want.

The only thing that you are changing is account the money is deposited into. You still need to use the Sales Item to specify what income account your sales are posted to.