Invoices and operations
Correct a posted payment safely
Posted payments are ledger records, so correction depends on their state. Review allocations and QuickBooks status first: Void Payment keeps a reversing entry, while Delete Payment permanently removes an eligible local payment and any paired reversal.
Before you begin
- Confirm the payment, receipt date, amount, allocations, reference, and reason for correction.
- Check whether the payment is posted, voided, or linked to QuickBooks.
- Review every invoice, request, and deposit balance affected by its allocations.
Sales → Payments → open a payment
Correct a payment
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Open Payment Details
Find the payment in Sales → Payments and open Payment Details. Review its status, kind, allocations, reference, receipt history, and QuickBooks state.
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Choose the supported correction
Use View Details to correct an eligible payment when the receipt itself should remain. Use Void Payment when the original receipt should remain visible with a reversing entry.
Use Delete Payment only when the eligible local record and any paired reversal should be permanently removed. Do not create an opposite payment merely to hide the mistake.
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Resolve QuickBooks-linked records externally
If JobBuddy reports that the payment is linked to QuickBooks, follow the QuickBooks correction path first. JobBuddy blocks deletion of QuickBooks-linked payments.
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Verify recalculated balances
After the correction, reopen affected invoices, payment requests, and deposit balances. Confirm that the ledger and status now match the real-world payment.
Choose the correction by state
Editable local payment
An eligible payment that is not a reversal or locked by external sync.
Use View Details. Correct the receipt and allocations, then verify recalculated balances.
Posted payment
A receipt already included in ledger balances.
Void Payment. JobBuddy keeps the original and creates a reversing entry.
Void reversal
The reversing ledger entry associated with a void.
Preserve the pair. Together they explain the balance restoration.
Eligible local payment to remove
A payment and any paired reversal that should no longer remain in the ledger.
Delete Payment. This permanently removes the payment records and their allocations.
QuickBooks linked
A payment associated with an external accounting record.
Correct in QuickBooks. JobBuddy prevents ordinary deletion to avoid divergence.
Delete is permanent
Delete Payment removes the eligible local payment, its allocations, and a paired void or reversal entry. Prefer Void Payment when you need the original receipt and its correction to remain visible.
Troubleshooting
Delete is blocked for a QuickBooks-linked payment.
Void or correct the payment in QuickBooks as directed, then refresh the JobBuddy sync state. Do not force a local deletion.
The invoice balance did not restore.
Refresh the affected invoice and review both the original allocation and reversal. Confirm the correction completed successfully.
A receipt was already sent.
Keep the original receipt history. After the correction, use the current payment record and history to explain the void or updated balance.
What happens next
- Voiding preserves the original record and adds a reversing entry.
- Editing, voiding, or deleting recalculates affected invoice and payment-request balances.
- QuickBooks-linked corrections must remain consistent in both systems.