Warning Invoice “A payment with ref XXXX for $XX.XX is applied to invoice XXXXX, which would cause the invoice balance to become negative…”

“Warning Invoice A payment with ref XXXX for $XX.XX is applied to invoice XXXXX, which would cause the invoice balance to become negative. Please review this invoice and payment in QuickBooks.”

This warning comes up in your QuickBooks sync log when the remaining balance, or total, of the invoice is less than the total of the payment being applied. The payment was created in Acctivate and sync’d to QuickBooks with the creation of the invoice. This payment is then applied to the invoice but will show a remainder (the difference between the invoice total and the payment amount) on the customer record.

If, after reviewing the payment and invoices, you find that the invoice or payment amounts are wrong, then you can work to resolve those amounts by doing the following.

  • If the payment amount is wrong, simply edit the payment amount in QuickBooks to the correct amount. Then run a sync with Acctivate and review the Transactions tab of the invoice in Acctivate to verify the payment has changed. Note: You will see the Payment Amount at the bottom of the Customer Invoice window under the Invoice Total remains the same but that number is a reference and not the true value of the payment record.
  • If the invoice total is wrong, you will need to void the invoice in Acctivate and correct the total on the sales order then re-invoice the order. Remember that the payment amount already exists in QuickBooks so you don’t need to create the payment again in Acctivate on the invoice. You will just apply that payment to the invoice once another sync has been done.

 

Posted in QuickBooks and Sync - Last modified on July 28, 2017Eva Rhees
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