HVAC Plumbing Electrical QuickBooks CleanupWhere a field payment lands
A payment can leave the truck and still have nowhere to sit. This page is the map of that landing.
Go to the form
The holding account is a pause, not a home
Money that comes off a job should credit what the customer owes and debit a holding account on its way to the bank. That pause is useful. It lets a batch of payments be matched to a deposit. It becomes a problem when the pause lasts all month and nobody can say which job the dollars belong to.
We treat a stuck payment as a question, not as a mystery. Which invoice did the field software think it closed? Which bank line is it trying to become? If those two cannot be named, the payment stays in the holding account on purpose until they can. Guessing a job to make the screen look clean is how a later month inherits a lie.
Why the receivable has to stay in the path
The export creates an invoice. The payment is supposed to close that invoice. If a journal entry records the cash and never touches the receivable, the invoice the export created stays open. The field software and the books then disagree about who has paid, and every aging report after that is a small argument.
Accounts receivable and the holding account are defaults. Turning either one off looks tidy and breaks the path. We leave both on. A noisy balance in the holding account is a list of payments that have not reached the bank yet, and that list is the work.
What we ask before anything posts
Three questions, in this order. Does the payment name a job. Does the pricebook item name an account. Do the account names match in both systems. If any answer is no, we stop. The stop is the kindness. A blind post on a Friday becomes a Saturday of reversals, and the reversals are harder to explain than the pause.
Tax zones in the field software are out of scope for this read. We do not retune a zone to force an invoice through. We read the invoice that failed, name the account it needed, and let the next export use that account. The zone conversation belongs to the person who configured the file, and we will say so.
Which payment is stuck
One payment is enough to start. Tell us the job it should have hit.
You will be talking to the Steven Palmieri practice.