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What's important about the Accounts Receivable register and Customer register windows

This window lists all the transactions in your accounts receivable (A/R) account, or—if you're working with a customer's register—all the A/R transactions related to that customer. A customer register is nothing more than a special view into your A/R registers. To provide this view, QuickBooks selectively omits all transactions not related to the customer.

What you can do: You can enter charges to appear on the next billing statement you send to the customer. You can also edit previous statement charges.

On the toolbar

Go To

Jumps to the next transaction containing a particular payee, amount, memo, or transaction number. Go To searches only in the current register. Use Find if you want to search across accounts.

The Go To option may or may not appear, based upon how you accessed the window. If it does not appear, use Find.

Print

Prints the register.

When you print, you can enter a date range to print just a section of the register. You can also include split detail for each transaction.

Edit Transaction

Displays the current invoice or customer payment in a data-entry form so you can edit it. (This button does not work with statement charges. You edit statement charges directly in the register.)

Time/Costs

Displays a window that lists the current unbilled item purchases, expenses, and hours for this customer or job. You can bill your customer for any or all of the entries listed. Each entry you select becomes a new statement charge in the customer's register.

QuickReport

Creates a report that lists all transactions related to the name in the current transaction.

On the register form

Amt Chrg

The amount of the invoice or statement charge. Amounts in this column of the register increase the balance of the account.

Amt Paid

The amount of the customer payment. Amounts in this column of the register decrease the balance of the account.

Billed Date

The billing date of the invoice or statement charge:

  • For invoices, this is the date that appears on the invoice.

  • For statement charges, this is the date you entered in the Statement Date field when you printed the statement.

Customer

The name of the customer.

To enter the name: Click the drop-down list and choose the customer. If the name is not on the list, enter the name in the Customer field and press Tab. When QuickBooks informs you that the customer is not on your Customers & Jobs list, click one of these buttons:

Click

To do this

Quick Add

Add only the customer's name to your QuickBooks records.

Set Up

Add additional information about the customer (address, phone number, and so on) to your QuickBooks records.

Date

The transaction date. Click the calendar icon, type the numeric date, or use these shortcut keys to enter or change the date:

Press

To change the date to

+

Next day

-

Previous day

w (for week)

1st day of the current week, then the 1st day of previous weeks

k (for week)

Last day of the current week, then the last day of subsequent weeks

m (for month)

1st day of the current month, then the 1st day of previous months

h (for month)

Last day of the current month, then the last day of subsequent months

y (for year)

1st day of the current year, then the 1st day of previous years

r (for year)

Last day of the current year, then the last day of subsequent years

t (for today)

Today's date

Description

A short description of the work or service you performed. What is entered here also appears on the printed statement you send to your customer. Although QuickBooks fills in the description for you, you can change it here in the register if you want a different description to appear on the statement. For example, you could add the date you performed the work or the service to the description.

Where the description comes from: The description QuickBooks fills in is the description you entered when you set up the item. Editing the description in the register does not change the item's original description. The change applies only to the statement charge you are entering.

Due Date

The due date of the invoice or statement charge. For invoices, QuickBooks enters the date when you record the invoice. For statement charges, QuickBooks enters the date when you print the statement (until then, the field is blank).

Where the date comes from: To calculate the date, QuickBooks uses the payment terms you specified on the Additional Info tab of the customer's record and the date of the invoice or the statement. (For statement charges, this is the date you entered in the Statement Date field when you printed the statement.)

Example: If the payment terms are "Net 30" (balance due in 30 days) and the date of the invoice or statement is December 15th, QuickBooks enters January 14th as the due date.

When the customer pays: QuickBooks replaces the due date with the word "Paid." When you scroll the register, you can see at a glance which invoices and statement charges are paid and which ones are not.

Item

Your item name for the work or service you performed. When you enter the item, QuickBooks automatically fills in a description of the item and the rate you charge for the item (you can edit both).

To enter the item: Choose the item from the drop-down list.

If this is a new item, enter a name for the item in the Item field and press Tab. When QuickBooks informs you that the Item is not on your Item list, click Set Up. In the New Item window, choose the type of item (Service, Other Charge, and so on) you want to create and fill in the fields that appear.

Number

The number of the transaction. This field is optional.

Qty

The number of units or hours you are charging the customer for. When you fill in the Qty field, QuickBooks calculates the charge amount by multiplying the quantity by the amount in the Rate field. The result of the calculation appears in the Amt Chrg field.

Time entries: Enter fractional parts of an hour as a decimal, not as minutes. For example, enter "two and a half hours" as 2.5, not 2:30. This rule applies even if you selected hours and minutes as your time format in the General Preferences window.

Rate

The rate you charge for the work or service you performed. QuickBooks enters the rate for you when you enter the name of the item. You can change the rate here in the register if you want to charge the customer a different rate.

Where the rate comes from: The amount QuickBooks fills in is the amount you entered when you set up the item. Changing the rate in the register does not change the item's original price. The change applies only to the statement charge you are entering.

Time/Costs

Displays a window that lists the current unbilled item purchases, expenses, and hours for this customer or job. You can bill your customer for any or all of the entries listed. Each entry you select becomes a new statement charge in the customer's register.

Type

A code that identifies the type of transaction (invoice, statement charge, customer payment and so on). You cannot enter transaction type codes yourself. If you are entering a transaction in the register, QuickBooks automatically enters the transaction code as STMTCHG.

You'll also see codes for other types of transactions—for example, INV for invoices, CREDMEM for credit memos, or PMT for customer payments. QuickBooks adds these transactions to the register when you record them by filling out the appropriate form.

Below the register form

Ending balance

This column shows a running balance for the account. QuickBooks automatically fills in this field when you enter a new transaction or change the amount of an existing transaction.

Record

Saves the current statement charge and adjust the current balance.

Restore

Cancels changes you've made to a statement charge if you made a mistake and want to start over.

Show open balance

Changes the Amt Chrg column so that it shows only the amount your customer still owes. Normally, the field shows the full amount of the invoice or statement charge.

For example, if you wrote an invoice for $550 and then received a $200 payment that you applied to the invoice, the amount shown in the Amt Chrg column would change to $350, the amount your customer still owes.

Sort by

Sorts the transactions in the register, using the order you choose from the drop-down list.

Initially, registers sort transactions first by date, then by transaction type, and finally by transaction number. This means that for each date, all transactions of the same type (checks, for example) are grouped together. If you typically enter more than one type of transaction (say checks and deposits) on given day, this type of sorting most likely won't list the transactions in the order that you entered them.

Tips

  • To list transactions in the exact order that you entered them, select Order Entered.

  • To list all transactions that you've reconciled with your bank statement first, select Cleared Status.

1-Line

Displays each transaction on one line in the register. Select this checkbox when you want the register window to display more transactions (it will show twice as many as before).

See also

KB ID# H_REG_AR_F1
9/28/2016 6:41:13 AM
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