| 1. |
Display the "Create Invoices" window by choosing
"Customer" then "Create Invoices" or by clicking
on the "Create Invoice" icon.
 For
Quickbooks 1999:
| |
From
The "Activities" Menu, Choose "Create Invoices". |
|
| 2. |
Fill in the name of the Customer (or Customer:Job
if you have more than one job for this customer)
in the "Customer:Job" field. You can either type
the name in, or select the name from the drop-down
list. |
|
| • |
When
you select the customer, QuickBooks automatically
fills in the "Bill to", "Terms" and "Due
Date" fields with the default information
you entered when you created the customer. |
|
|
| • |
If
you enter a name in the "Customer:Job" field
that is not already set up, QuickBooks will
give you the "Customer:Job not found" window
asking you to set up the customer. Click
"Set up" and follow the instructions for
"Creating Customer:Jobs". If you choose
"Quick Add" you are just adding the name
to the customer list, and you will have
to fill out all the information on the Invoice
and also go back later and fill in all the
information in the Customer:Job list.
Choosing "Cancel" will not let you write
an invoice for this person at all. |
|
| 3. |
Enter the class information if you want to track
this sale by location, subsidiary, group, etc.
This field is only available to you if "Class
Tracking" is turned on. |
| 4. |
Select a template from the drop-down list in the
"Custom Template" field. Depending on how your
template is setup depends where all the following
description are going to apply. |
| 5. |
The current date is automatically filled in for
you in the "Date" field. You can change the date
by clicking on the calendar icon next to the date,
and then clicking on the date you wish to enter. |
| 6. |
The invoice number is also entered automatically
in sequential order. You can change this by clicking
in the field and entering another number. (QuickBooks
will warn you about duplicate numbers if you have
selected this option when you set the company
preferences.) |
| 7. |
In the columns at the bottom of the invoice screen-
begin with the first column ("Item") and enter
the line items. The line item area appears on
the bottom part of the form. It is where you enter
the merchandise or services you sold to the customer,
as well as any discounts or payments at the time
you made the sale. |
|
| A. |
In
the "Item" column, choose an item from the
Item drop-down list. Or, enter a name for
a new item. |
|
|
| B. |
When
you enter a new item name, QuickBooks prompts
you to enter the information it needs to
add the item to the "Item" list. (See the
instructions for "Items" for further detail
on how to do this.) |
|
|
| C. |
Enter
the quantity you sold, in the "Quantity"
column, staying on the same line as the
item is entered. |
|
|
| D. |
If
you leave the "Quantity" field/column blank,
QuickBooks assumes the quantity is one. |
|
|
| E. |
You
may change, if needed, the "Description"
and "Rate" fields/columns. QuickBooks automatically
fills in these columns with the information
you entered when you set up the item. The
changes you make apply to this sale only. |
|
|
| |
• |
To
insert a line between two others
1. Click where you want to insert the new
line.
2. From the Edit menu, choose Insert Line.
3. Enter an item in the new line and press
Tab. |
|
|
| |
• |
To
delete a line item
1. Click the line you want to delete.
2. From the Edit menu, choose Delete Line.
|
|
| 8. |
Continue to fill in line items with quantities,
rates, and descriptions until you have entered
everything for which you want to invoice the customer. |
| 9. |
QuickBooks will calculate the amount using what
you have entered in the "Rate" and "Quantity"
columns and fill in the "Amount" column for that
line item. |
| 10. |
Apply sales tax (if applicable). QuickBooks will
automatically select the "Customer is taxable"
checkbox if you marked the customer as taxable
when you set up the customer's record and the
items are set up as taxable. The tax item shown
(which is the State Rate) is the tax item you
assigned to the customer (or the default tax if
you have not assigned a tax item to the customer).
QuickBooks uses the tax item to calculate the
tax. |
|
| • |
If
you don't want to charge tax. Unclick the
"Customer is taxable" checkbox in the bottom
right corner of the window to clear it (there
should be no check mark in the field). Do
not change the tax item shown in the "Tax"
field at the bottom center of the window. |
|
|
| • |
When
an Item is taxable and the client is taxable,
a little "T" will appear on the invoice
on the same line as the item. If you do
not want to tax this item at this particular
time, use your mouse to click the "T" to
make it disappear. |
|
| 11. |
If you wish, enter a message for your customer
in the "Customer Message" field in the bottom
left corner of the invoice template. |
| 12. |
Enter a memo in the "Memo" field at the bottom
of the "Create Invoices" window. The memo is a
reminder to you, it does not appear on the printed
form. It appears onscreen, on sales reports, and
if you send reminder statements, it will print
on reminder statements that include this invoice. |
| 13. |
Click "Print" to print the invoice now, or click
the "To be printed" checkbox so a check appears
in the box, to print the form later. |
| 14. |
Record the invoice by clicking "OK". If you would
like to enter another invoice click "Next". |
