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hilltop_account
January 31, 2020
Question

Link Sales order to already existing Invoice

  • January 31, 2020
  • 2 replies
  • 0 views

Hi,

 

Is there a way to link Sales order to already existing invoice?

 

The reason I want to do this is because, we sometimes send invoice to customer before we start the job for prepayment ( we issue invoice, so customer can use payment link to pay with their credit cards).

 

If I can link them, I can properly track open orders.

 

Thank you!

2 replies

katherinejoyceO
katherinejoyceO
February 1, 2020

Thanks for visiting the community, @hilltop_account. 

 

Currently, the QuickBooks account receivable workflow of recording your sales is creating a sales order first before the invoice. Refer to this help article to see the complete list of customer-related transactions: Accounts Receivable workflows. 

 

In your case, you can delete the existing invoice, then create a sales order and turn it into an invoice. Here's how: 

 

Deleting an invoice

 

  1.  Open the existing invoice.
  2. Select the Delete drop-down box beside the Save button. 
  3. Click Delete, then click OK.

 

Creating a Sales Order

 

  1. Go to the Customer tab, then select Create Sales Orders.
  2. Enter all the necessary information on your sales order form. 
  3. Click Save & Close.

 

Once done, you can now turn it into an invoice so you won't have to re-enter the same information. There are two ways to do this. Refer to this article: Create an invoice in QuickBooks Desktop and follow the steps whichever convenient to you in this topic: Create an invoice for a Sales Order. 

 

I'm also adding some of our helpful articles that I find beneficial for you and your business. Read through these topics:

 

 

Feel free to visit again if you have additional questions. We're always delighted to help. 

H
hilltop_accountAuthor
February 3, 2020

Hi, 

Thank you for your response.

If I delete the existing one and create a new invoice from the sales order, the payment will be outstanding even though the customer actually already paid with the deleted invoice...So, I don't think it's a good solution.

Is there any alternative way other than using sales order to track the orders and support prepayment invoice ?

M
MadelynC
February 3, 2020

Thanks for coming back, @hilltop_account.

 

I can share a way to track the orders and support the prepayment invoice.

 

You can set a current liability account and create upfront deposits or retainers. Once done, you can record upfront deposits or retainers you receive, then create an invoice.

 

You can apply the upfront deposit or retainer as payment on the invoice. This moves the deposit from the liability account to your income account.

 

You can select any of the following methods that work best for your business.

 

To enter an upfront deposit or retainer as a line item on an invoice:

 

  1.    Open the customer invoice.
  2.    Select the Upfront Deposit item you created from the Item drop-down list.
  3.    Enter the amount of deposit to be applied to the invoice in the Amount column.
  4.    Hit Save and Close.

 

To apply an upfront deposit or retainer to an invoice as a credit:

 

  1.     From the Customers menu, select Create Credit Memos/Refunds.
  2.     Select the customer or job.
  3.     Click the Upfront Deposit item you created.
  4.     In the Amount field, enter the amount of the deposit or retainer.
  5.     Select Save and Close.
  6.     In the Available Credit pop-up, select Apply to an invoice and select OK.
  7.     In the Apply Credit to Invoice dialog, click the invoice to which to apply the upfront deposit or retainer and select Done.

 

 Please visit this article for further details of the steps: Manage upfront deposits or retainers.

 

If you need some information about managing your desktop account, you can visit this article for your future reference:Help articles. You can click each to view them.

 

I hope this helps.

E
EdNewman
January 25, 2022

I have the same question (problem) and am amazed at how useless the responses from QB employees are on here.  Do they assume we are all idiots and can't go through the basic documentation provided.  The answer appears to be that there is no way to link an existing invoice to a SO.  This is unlike how you can link an existing Bill to a PO.  QB should add this as a feature.  

    C
    CharleneMaeF
    January 26, 2022

    I can see how the functionality to link existing invoices to sales orders would be beneficial to your business, EdNewman. I'm here to share a few details about this.

     

    We take customer suggestions as opportunities to improve the various features within our products. Therefore, I'd encourage sending a product recommendation directly to our Product Development team. This helps us improve your experience with the program. 

     

    Here's how:

     

    1. Go to the Help menu.
    2. Choose  Send Feedback Online.
    3. Click on Product Suggestion.
    4. Click on the drop-down for Type of Feedback and select Product Suggestion.
    5. Select the Product Area.
    6. Then enter your thoughts and suggestions.
    7. Once done, select Send Feedback. 

     

    For your visual reference, I've attached some screenshots below.

     

    Additionally, I'm adding this article to further guide you in managing your business growth and income transactions in QuickBooks: Help Articles for Sales and Customers. It includes topics about sales transactions, managing customers and payments, and customizing forms, to name a few.

     

    I'm all ears if you have other concerns about managing your sales transactions, EdNewman. Please don't hesitate to reply here or create a new thread. I'll be right here to assist you.

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