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
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.
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.
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.
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.)
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.
Creates a report that lists all transactions related to the name in the
The amount of the invoice or statement charge. Amounts in this column of the
register increase the balance of the account.
The amount of the customer payment. Amounts in this column of the register
decrease the balance of the account.
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.
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:
To do this
Add only the customer's name to your QuickBooks records.
Add additional information about the customer (address, phone number, and so on)
to your QuickBooks records.
The transaction date. Click the calendar icon, type the numeric date, or use
these shortcut keys to enter or change the date:
To change the date to
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)
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
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.
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
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
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
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.
The number of the transaction. This field is optional.
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
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
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.
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.
Saves the current statement charge and adjust the current balance.
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
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.
Sorts the transactions in the register, using the order you choose from the
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.
To list transactions in the exact order that you entered them, select Order
To list all transactions that you've reconciled with your bank statement
first, select Cleared Status.
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).
Jumping to a transaction in a