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Create an invoice from a sales order

Portions of this feature are available only in the Premier and Enterprise Solutions editions. In QuickBooks Pro, you can work with existing sales orders but cannot create new ones. Learn how to upgrade your version of QuickBooks.

There are two ways to create an invoice from a sales order: by starting from an existing sales order or by starting with a new invoice. If you want to create an invoice for more than one sales order, you have to start with a new invoice.

Note: You can invoice for part of a sales order now and invoice the rest later. The sales order keeps track of what you've invoiced and what you haven't.

What happens when I create an invoice from a sales order?

The status of each item and the overall sales order changes depending on how many items you invoiced.

  • For each item invoiced in full: The item is marked as closed on the sales order with a checkmark in the Clsd column.

  • For each item partially invoiced: The Backordered column appears on both the sales order and the invoice with the quantity of that item not yet invoiced.

    You may have to customize your invoice template for the Backordered column to appear on invoices.

    To do this task

    1. Select Custom S.O. Invoice from the Template drop-down menu at the top right of the form.
    2. Click Customize to open the Customize Template window.
    3. Select an appropriate template and then click Edit.
    4. Click the Prog Column tab and select the boxes for Backordered. You can choose to have the Backordered column appear on screen, when printed, or both.
    5. Click OK.
  • If all items are invoiced in full: All items are marked as closed with a checkmark in the Clsd column and the sales order is marked as Invoiced in Full.

Decide where to start:

  • From an existing sales order (invoice for one sales order)

    1. Find an open sales order and open it.

    2. Click the Create Invoice drop-down arrow and choose Invoice.

      Create Invoice drop-down menu

    3. Choose an option:

      • Select Create invoice for all of the sales order(s) to add all items from the sales order to the invoice.

      • Select Create invoice for selected items if you want to put only some of the items on the invoice. In the list of items, enter a quantity in the To Invoice column for each item. If you don't want to invoice any of a particular item, enter 0 (zero) as the quantity.

        Note: If you select the Show quantity available instead of quantity on hand checkbox, the number in the Available column is the quantity on hand minus any items already reserved for other transactions.

    4. Make any necessary changes to the invoice.

    5. Save the invoice.

  • From a new invoice (invoice for one or multiple sales orders)

    1. Click Home and then click Invoices in the Customers section.

    2. If the current invoice form doesn't fit your needs, select a different template or edit the current template to create a new one.

      To select a template, click on the Template drop-down list near the top right-hand corner and choose a template.

      Once you fill in the sales order and save the transaction, this template will become the preselected template whenever you use the sales order form again.

    3. Click the Customer:Job drop-down list and select a customer or job with an open sales order. The Available Sales Orders window appears.

      Note: If the invoice appears instead, the customer or job you chose doesn't have any open sales orders.

    4. Select one or more sales orders that have items you want to include on the invoice.

    5. Choose an option:

      • Select Create invoice for all of the sales order(s) to add all items from all the sales orders to the invoice.

      • Select Create invoice for selected items if you want to put only some of the items on the invoice. In the list of items, enter a quantity in the To Invoice column for each item. If you don't want to invoice any of a particular item, enter 0 (zero) as the quantity.

        Note: If you select the Show quantity available instead of quantity on hand checkbox, the number in the Available column is the quantity on hand minus any items already reserved for other transactions.

    6. Make any necessary changes to the invoice.

    7. Save the invoice.

See also

KB ID# H_SO_CREATE_INVOICE_FROM_SO
9/18/2014 8:42:10 AM
PPRDQSSWS404 9102 Pro 2013 4c3138