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benaaco
December 18, 2020
Question

Show Subtotal on Screen

  • December 18, 2020
  • 3 replies
  • 0 views

I cannot get the subtotal to display on the screen for sales orders, estimates, or invoices.

This seems pretty basic but the option is greyed out. 

We use Quickbooks Desktop Enterprise Platinum, there shouldn't be any options that are greyed out. 

    3 replies

    Pabz_L
    Pabz_L
    December 18, 2020

    Hello there, @benaaco.

     

    QuickBooks Desktop can include a subtotal in a QuickBooks estimate, sales order, invoice, or purchase order. You just need a little setup work to make it happen.

     

    It's pretty easy, here’s how:

     

    1. In your QuickBooks Desktop, click the Lists tab and select Item List. 
    2. Click the Item button at the bottom of the screen. Then, click New.
    3. In the drop-down list that appears (where you see service, non-inventory part, etc.), select Subtotal and give it a name, and click OK.

    From there, simply select this new item whenever you need it, and QuickBooks will automatically take care of the calculation for you.

     

    You can also use this video tutorial on adding subtotal to invoice: Add subtotal to invoice.

     

    Don’t hesitate to message me anytime if you have other QuickBooks concerns or questions. I'll be glad to answer them for you. Have a good one.

    BigRedConsulting
    BigRedConsulting
    December 20, 2020

    RE: "It's pretty easy, here’s how:"

     

    No, it's not easy. It's impossible.  IMO, you should have read the user's post before answering.

      BigRedConsulting
      BigRedConsulting
      December 20, 2020

      That's correct.  The Subtotal before tax that appears at the bottom of the form when you print cannot be made to appear on screen,  The same is true for most of the other fields on the Footer tab from your screenshot.

        B
        benaacoAuthor
        December 21, 2020

        Exactly!

         

        Does anyone know why there would be the option but not have it selectable?

          Candice C
          Candice C
          December 21, 2020

          Good afternoon, @benaaco. 

           

          Thanks for joining in on this thread. This isn't the impression I want to leave you with. Allow me to provide you with some information about the "Subtotal on the screen" option. 

           

          I can see how beneficial this feature would be for your business. However, this is only used for printing purposes. Using the steps my colleague gave above would be the best workaround for this situation. 

           

          I'll send feedback to our Product Developers so they can consider this in one of the upcoming releases. They take the time to review every request and try to add them to the next available update. You can check out our QuickBooks Blog to see what's new in the system. 

           

          If you have any other questions or concerns, don't hesitate to let me know. I'll always be around to help. Have a good one! 

          T
          tippykayak
          September 28, 2022

          I have the opposite problem:  I can't PRINT "subtotal" on my estimates/documents.  It's on the screen but since it's not on the printed document is confusing to the customer.  Am I missing something?

            DivinaMercy_N
            DivinaMercy_N
            September 28, 2022

            Welcome back to the Community, @tippykayak. We can check the template of your estimate to ensure it will print the subtotal. Follow along below to get this fix right away. 

             

            We have to make sure that the Print option for Subtotal is enabled. Here's how:

             

            1. In your QuickBooks Desktop (QBDT) company file, select the Lists menu.
            2. Next, choose Templates. 
            3. Then, select the template you use for the estimate.
            4. Once opened, click the Additional Customization button.
            5. Go to the Footer tab.
            6. From there, ensure that the Print box for Subtotal is checked.
            7. You can also make changes and select OK twice to confirm the action. 

             

            After that, attempt to create and print the estimate and select the correct template. Check to see if this will also include the subtotal.

             

            However, if the issue persists, you may want to perform several troubleshooting steps to resolve printing problems in QBDT. For detailed instructions, see this article: Resolve printing issues. 

             

            Tracking estimates made for each of your customers is a breeze in QBDT. To do so, simply go to the Reports menu and scroll down to the Job, Time & Mileage section. Then, select the Estimates by Job report.

             

            Let me know how this goes and feel free to leave a reply below. I also appreciate it if you can add updates about this. I'm always around here in the Community and ready to lend a hand. Have a great day ahead.

            T
            tippykayak
            September 28, 2022

            Thank you Davina.  I don't need "Subtotal" in my footer.  I need to see it in the body of my invoices/estimate to subtotal each job within the project.  Currently, I can do a subtotal for each job and can see it on my screen but it won't print out on the invoice/estimate.  That's what I need help doing.

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