Answers To 4 Questions About Invoices In Quickbooks
Some time ago, our QuickBooks Accountants started helping small business accountants
out by answering the questions they posted on Yahoo Answers, regarding QuickBooks. Along the way we gave answers to a couple of interesting questions regarding invoices, which we thought to share with you, in case you find yourselves in the same situations with your QB bookkeeping programs.
Q: Why are unpaid customer invoices going to check registry?
Starting in July, one customer's invoices are appearing in our Check Registry. Nothing has purposefully changed on the customer's profile. The amount of the invoice has been subtracting from our check book balance.
We found that it was one item, and in the item description it had Account: Checking listed. Now that I know the problem, how do I update the invoices and items that are still showing up?
A: If you edit the item in the item list to map it to the correct account, once you try to save your changes the QuickBooks accounting business software should ask you if you want to update existing transactions. Choose Yes.
Q: How do I organize my invoices in QuickBooks accounting business software by number not date?
I have the 2008 Pro version of QuickBooks. In invoices, it puts them in order by invoice date not invoice number. Is there a way to change this?
A: Where are you looking at this? If you are just clicking the previous button, yes it will go back in date order and there is no way to change that.
If you are looking at a report, you should be able to change the sort order by choosing "Sort by - Date" at the top of the report.
Lastly, if that doesn"t work, go to Reports->Banking->Missing Checks. Choose Accounts Receivable in the box that appears. This will run a report with a listing of all your invoices and it will, by default, put them in # order as well as show you any duplicated or missing #'s.
Q: Is there any way I can use a due date rather than terms in QuickBooks invoices?
A: Yes, you just need to customize the invoice template. Go to an invoice and click the customize button. Choose the Customize data layout. In the next screen that appears, check the boxes next to Due date. This will put the field on the screen when you are creating the invoice as well as put it on the printed invoice. Click Continue if you get a pop-up warning. Then click on the Layout designer button. Here you can grab the new due date field and its header box and drag and drop to where you want it to show on the printed invoice. Click OK and OK.
Q: Invoice received in QuickBooks bookkeeping programs?
If I receive an invoice from a company (supplier) with the goods, do I enter use the receive goods and enter bill function on QuickBooks?
A: If you have your individual items with costs setup in your item list, then yes, you can choose Receive Items and enter bill. This will create a payable for you at the same time as updating your inventory quantities.
If you are not tracking items, you can just enter the bill and post it to the proper COGS/Expense account.
by: Presti Naegele
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