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How to get a detailed item export for Non-Posting (Pending) Invoices?

Forum|Forum|4 years ago
December 2, 2021
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We are using non-posting invoices to track projected revenues and the simple export provided under reports does not have sufficient information to meet our needs.

We would like to get a full report similar to the one we customized based on the default Sales by Item Detail report built into Quickbooks Pro.

Ideally we would like the one report to include both posted and non-posting invoices. However, if that is not available as an option we can export the report twice. But we do need them to match in terms of what is exported so we can do our analysis and projections as we require.

QuickBooks Desktop

Best answer by jamespaul

Hello,

I need the Item Details Report to include both the posting and non-posting transactions and I need them to have a flag or indicator of some form so I can separate them.

We use non-posting invoices to track future contract milestones and then use this generate revenue projections. We do the same for expenses and then apply SUMIFS to the raw data to build a model we use for many purposes. We have created 2 memorized transactions so the raw data can easily be exported at any time.

The SUMIFS reads the column headers, checks the sheet where the raw QB data is and then builds out the summaries. I need to add a condition to check a column value so I can separate Posting from Non-Posting, such as $N:$N,"posting" and $N:$N,"non-posting" to this SUMIFS:=SUMIFS($I:$I,$E:$E,$B4,$L:$L,C$1,$M:$M,"2021")

None of our modelling works unless I can separate the posting/non-posting transactions.

Hello, jking7.

I have a way to help you separate those posting and non-posting transactions in a report.

QuickBooks doesn't have a column that flags non-posting or posting transactions. Though, separating those transactions can be achieved by these steps.

You can run two separate reports for the non-posting and posting invoices. Use the same report and filter options provided by JonpriL. Then, export the reports to Excel.

Simply click on the Excel button, then select Create New Worksheet. Click the Export button on the new pop-up window.

On the exported Excel file, you'll want to format a new column that indicates that those invoices are either posting or non-posting types.

After formatting the column, copy the data from the second exported report and paste it on the formatted Excel file. Add an indication that the transactions are posting types (or vice versa).

If you just want to see the data for non-posting and posting invoices, then simply run two separate reports and compare them side-by-side.

Interested in setting up the Bank Feeds feature to match and categorize your bank transactions in QuickBooks? Check this article out to help you get started: Set up bank accounts for Bank Feeds in QuickBooks Desktop.

Please let me know if you have more questions about managing your transactions through reports. I'm also down to answer any other questions you might have for QuickBooks. All the best.

J

JonpriL

I'm here to help share how you can generate your report, @jking7.

You're on the right track, the Sales by Item Detail report allows you to see the list of invoices. With additional customization, lets you include the non-posting invoices created. Let me show you how.

Access the Sales by Item Detail report.
Go to Customize Report.
Select Filters.
Under CHOOSE FILTER, choose Posting Status.
On the Posting Status section, choose:
- Either to show both invoices
- Posting or Non-posting if you wanted to export only one list of your invoices
Click OK.

I'm adding these articles to learn more about how you can customize and export a report:

Below are references you can use to dive in deeply and understand your report:

Don't hesitate to post again here if you have other questions or concerns with QuickBooks reporting and navigations. I'm always around happy to help. Stay safe and have a good one!

J

jking7Author

That was very helpful, thank you I was able to get the data out in one report.

I would like to easily know which invoices are posted vs. non-posting invoices. How can I add a data column that shows this to the report?

Thank you!

JenoP

Joining the conversation to share clarifications when running reports, jking7.

Non-posting transactions are the ones that do not affect the totals in your report. They don't also affect the customer's or the accounts receivable balances. Examples of non-posting transactions are estimates, sales orders, and purchase orders.

Posting transactions on the other hand affect the total amount in your report. They also add to the customer's and accounts receivable balance immediately. All invoices, whether paid or unpaid are considered posting transactions.

Can you tell us how you usually record your nonposting invoices? Do you use estimates? If so, this type of transaction will not be part of the Sales by Item Detail report. This is because estimates are not yet considered as actual sales transactions.

Although, you can run the Transaction List by Customer report. Then, use the same filter to separate the posting and non-posting transactions.

You may also save these articles for future references in case you might need them:

The Community is always here and willing to help if you need anything else. Have a good day!

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