(From QuickBooks Knowledge Base)
Receiving a down payment and later applying it to an invoice
From the Activities menu, select Receive Payments, and then fill in the
Customer Payment window as usual.
When you're recording a down payment, and you are doing more than one
job for the customer, be sure to specify both the customer name and the
job name in the Customer:Job field. This ensures that QuickBooks will
apply the down payment to invoices for the correct job.
The entire payment amount is displayed in the Unapplied Amount field.
QuickBooks holds the unapplied amount with this customer's name so that
when you do have an invoice for this customer, you can apply the down
(Optional) Click Print Cred Memo to give the customer a receipt for the
The credit memo is for your customer only. It does not become part of
your financial records in QuickBooks, only the payment will show as the
When the invoice is created, link it to the down payment already received:
In Receive Payments, select the Apply Existing Credits checkbox to apply
the credit amount to the invoice.
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