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Livia5
February 2, 2023
Question

Batch Enter Transactions - Billing with multiple line items

  • February 2, 2023
  • 2 replies
  • 0 views

I'm utilizing the "Batch Enter Transactions" function within QuickBooks Desktop Enterprise for the invoicing function by pasting information from Excel into the template. Most of the invoices have multiple lines items coded to different General Ledger accounts. I can't figure out a way to create a single invoice with multiple line items without clicking the "Split" button at the bottom of the template for each transaction. The goal is to minimize manual entry and having the click the "Split" button for each invoice with multiple lines creates a significant amount of work.
My workaround was to override the Invoice Number field with same number for invoices with multiple lines. Unfortunately, this created multiple invoices with the same number rather than consolidating the different invoice lines onto a single invoice. Is there any way to solve this problem?

    2 replies

    Fiat Lux - ASIA
    Fiat Lux - ASIA
    February 3, 2023

    Like this one?

    CustomerTransaction DateRefNumberPO NumberTermsClassTemplate NameTo Be PrintedShip DateBillTo Line1BillTo Line2BillTo Line3BillTo Line4BillTo CityBillTo StateBillTo PostalCodeBillTo CountryShipTo Line1ShipTo Line2ShipTo Line3ShipTo Line4ShipTo CityShipTo StateShipTo PostalCodeShipTo CountryPhoneFaxEmailContact NameFirst NameLast NameRepDue DateShip MethodCustomer MessageMemoCust. Tax CodeItemQuantityDescriptionPriceIs PendingItem Line ClassService DateFOBCustomer Acct NoSales Tax ItemTo Be E-MailedOtherOther1Other2Unit of MeasureAR AccountCurrencyExchange RateSales Tax Code
    Anne's Bakery01/09/2020100    Y15/09/2020Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonCabinets10Cabinets1000              Non
    Anne's Bakery01/09/2020100    Y15/09/2020Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonHardware10Hardware50              Non
    John's Barber Shope02/09/2020101    Y15/09/2020John's Barber Shope1 Main Street  AnytownNY12345USAJohn's Barber Shope1 Main Street  AnytownNY12345USA(999) 888-8888          NonBlueprints1Blueprints500              Non
    Main St Bank03/09/2020102    N16/09/2020Main St Bank1 State Street  AnytownNY12345USAMain St Bank1 State Street  AnytownNY12345USA(888) 888-8888          NonDoor1Door300              Non
    Main St Bank03/09/2020102    N16/09/2020Main St Bank1 State Street  AnytownNY12345USAMain St Bank1 State Street  AnytownNY12345USA(888) 888-8888          NonHandles1Handle10              Non
    Main St Bank03/09/2020102    N16/09/2020Main St Bank1 State Street  AnytownNY12345USAMain St Bank1 State Street  AnytownNY12345USA(888) 888-8888          NonHinges3Hinges5              Non
    Main St Bank03/09/2020102    N16/09/2020Main St Bank1 State Street  AnytownNY12345USAMain St Bank1 State Street  AnytownNY12345USA(888) 888-8888          NonLock1Lock15              Non
    Main St Bank03/09/2020102    N16/09/2020Main St Bank1 State Street  AnytownNY12345USAMain St Bank1 State Street  AnytownNY12345USA(888) 888-8888          NonPaint1Paint8              Non

     

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    Livia5Author
    February 3, 2023

    It looks like you are using QuickBooks online but it's the same general concept. Taking your example and looking at the first two lines to Anne's Bakery, the is one reference number (100) and two different items (Cabinets and Hardware) which I assume are also the GL accounts. 

     

    In theory, invoicing these two lines through the batching function should create a single invoice with two lines on it. The problem we are having is that instead it is batching two different invoices with the same number for the individual transactions. If the issue we had was applied to these two lines there would be two invoices with reference number 100, one for Cabinets and one for Hardware when what should happen is there should be a single invoice with reference number 100 containing the charges for both Cabinets and Hardware.

    Fiat Lux - ASIA
    Fiat Lux - ASIA
    February 3, 2023

    @Livia5 

    The template that I share is for QB Desktop. You have to use a 3rd party tool to import it.

    G
    Giovann_G
    February 3, 2023

    Thank you for posting here in the Community space, Livia5.

     

    I understand how important it is for you to reduce manual entry to save time and avoid errors. You're doing the right thing. If the invoice has multiple lines, you can enter two or more separate transactions using the same transaction number.

     

    When using the Enter transaction by batch feature, having the option to add more lines is a great addition for future product improvement. I recommend submitting your idea through QuickBooks. By doing this, our engineer will have a chance to assess your request and add it in the next update if approved.

     

    Here's how:

     

    1. Go to the Help menu.
    2. Select Send Feedback Online, then Product Suggestion.
    3. Enter your request.
    4. Once done, hit Send Feedback.

     

    You can use the processes in this resource if you need to edit or change several customers, suppliers, services, items in inventory, and non-inventory items: Add and edit multiple customers, vendors, and items.

     

    You can post again if you need further assistance managing your transactions in QuickBooks. I'll be around to help you.

    L
    Livia5Author
    February 3, 2023

    I'm confused with this response. When you say "If the invoice has multiple lines, you can enter two or more separate transactions using the same transaction number" does this mean that when using the batch feature in the desktop version of QuickBooks there is no way to include multiple lines in the same invoice without manually hitting the "Split" button? Why would anyone ever want multiple invoices with the same number? That sounds like an accounting nightmare.

     

    If the above is correct, does QuickBooks Online offer a way to batch multiple lines into the same invoice or does it have the same design flaw?

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