This article covers How do I scenarios and Unexpected results when working with invoices and estimates in QuickBooks Desktop. For general information and A/R related workflow, see Accounts Receivable 101.
Scenario: The sale or job was closed by multiple reps.
Create a single sales rep that represents more than one person.
Example: E3L7 = Eddie 30%, Lea 70%
To create a sales rep:
Step 1: Create an additional field for the second sales rep
Step 2: Customize the Invoice template to include the additional sales rep field
Scenario: The business requires to add markup to customer's invoice
Markups can be applied to a portion or entire invoice. In order to do this, create an item that will represent the markup.
Apply markup to one line item:
Apply mark up to entire invoice
Scenario: You need to send multiple invoices to one customer
Scenario: You applied credit to the wrong invoice.
There are three ways to track and bill the work of your subcontractor to your customer. Depending on the needs of your business, you can either use one or a combination of these options.
If you DO NOT specifically need to track the number of hours a vendor (or subcontractor) works day by day, DO NOT use time tracking or import time data. Instead, do the following:
Step 1: Create the Item:
Step 2: Record the Transaction
Enter the following to the Items tab of a bill, check or credit card charge.
Scenario: You want to track customer deposits using sales orders or estimates.
Solution: Track customer deposits on sales orders or estimates
Possible reason: “Do not display this message in the future” has been previously checked.
Quick tip: This is window is designed to come up automatically if the customer have available credits. However, it will not appear if the box at the bottom of the message that says “Do not display this message in the future” has been previously checked.
Set the Preference Bring back all one time messages
Possible reason:A credit memo or payment is entered but not applied to the invoice.
Quick tip: When you’re receiving payment, don’t forget to mark/check the Invoice being paid.
Solution: A paid bill or invoice shows on report or window of open transactions
Possible reason: The item used in invoice is connected to a bank account.
Quick tip: Make sure that the items are properly tagged with the right account.
Solution: Invoices are showing under Checks and Payments side of reconcile screen
Possible reason: Data damage (broken link). Given that Invoice and payment were recorded properly.
Solution: Fix broken links between transactions
Solution 1: Uncheck Adjusting Entry on the Journal Entry
Solution 2: Reenter the journal entry as an Invoice
Solution 3: Check for Data Damage.
Possible reason: This occurs when you have multiple A/R accounts and you change the A/R account associated with the invoice after it was created from an estimate. This breaks the link between the estimate and invoice because the Estimate is still associated with the original A/R account.
Quick tip: Changing date, amount or quantities does not break the link between an estimate and invoice. You cannot memorize the invoice to re-create it. The invoice must be re created from the estimate to re-establish the link.
Re establish the link between the estimate and invoice
Apply credit to an invoice
Possible reason: Damaged transactions.
Solution: Some Sales Orders or Estimates may be incorrectly marked as closed