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Sheba4
March 21, 2024
Question

Expense coding

  • March 21, 2024
  • 2 replies
  • 0 views

Can I change the field for "Customer/Project" when entering expenses?  The Project Profitability Summary only breaks down by customer. Since we perform multiple jobs/invoices for customers we would like it broken down by Customer Name then by invoices.

 

2 replies

E
ErwinQ
March 21, 2024

I'm here to assist you by providing detailed instructions and guidance to your concerns, Sheba4.

 

The Customer/Project field is not editable, but you can change its value. This way, the expense will be accurately linked to the correct project.

 

On the other hand, in the Project Probability Summary report, if you want to see the breakdown of the project by customer name and the associated invoices, you can check it directly in the Project menu.

 

To do that:

 

  1. Go to the Project menu.
  2. Select the specific project.
  3. Choose Project Reports.
  4. Click on Project Probability or View.

 

If you want to view the associated invoices in the project, click directly on the amount to pull up the Transaction Report.

 

Additionally, if you want to set up projects, you can check this article: Set up and create projects in QuickBooks Online.

 

Feel free to response if you have more concerns about projects. Have a great day.

S
Sheba4Author
March 21, 2024

How do I change the value of the Customer/Project field?

S
Sheba4Author
March 21, 2024

I am not understanding.  Invoices have both customer name and invoice numbers.  Can I create a Profitability Summary with the customer's name and then a list of the invoices. 

Example:

Joe Smith

Invoice 5685  Income $500   Costs $200  Profit  $300

Invoice 5688  Income $700   Costs $300  Profit  $400

 

Currently, I can only see the customer name on the Summary. When I look at the breakdown, it is by date and does not show invoice numbers. We visit customers multiple times for various jobs.  Buy having the expenses linked to customer name I cannot see which jobs are profitable.  This is due to my coding all expenses to customer name and not invoice number.  How can I direct the expenses to attach to an invoice number rather than customer name.

Clark_B
Clark_B
March 21, 2024

Thanks for getting back to the thread, @Sheba4.

 

I'd be glad to help you change the value of the Customer/Project field in QuickBooks Online (QBO).

 

The customer/Project Field is used to select the customer to be billed for an expense, and it can't be changed for other information. Also, the option to direct the expenses to attach to an invoice number is currently unavailable because once creating an expense, QBO only allows you to attach or associate the customer's name and not the invoice number. However, you can enter the invoice number in the expense description transaction.

 

On the other hand, you can run the Transaction List by Splits report to identy what expenses are linked to an invoice. Then, export both reports so you can merge the data.

 

 Here's how:

 

  1. Go to Reports.
  2. In the search field, type Transaction List by Splits.
  3. Switch to classic view and then select Customize.
  4. Select the Report period and Filter.
  5. In the Transaction Type, select the drop-down button, and select Memo/Description, Customer, Vendor, and Billable.
  6. Under Filter, select the Name.
  7. Click Run report.

 

Additionally, you might want to check these articles if you want to record invoice payments and customize reports.

 

 

Feel free to click the Reply button below if you have other questions about the Customer/Project and invoice. I'll be around to provide further assistance to you.

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Sheba4Author
March 22, 2024

If I enter the invoice number in the expense description can I run a report from it?

I need to see profit and loss of each invoice not customer preferably in one report that can be filtered by date.  I wasn't able to create the customer Transaction Detail by account as the "classic View" option was not there nor was an option to customize it.

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