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angelleye
November 17, 2018
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Sales by Item report is double counting invoices with multiple payments..??

  • November 17, 2018
  • 1 reply
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I have a service product for 30 Min Training.  We recently sold 53 of these, and I have those invoices in QB accordingly.  When I run my Sales by Item Summary report, though, I see it showing I sold 56 of these.

 

When I click to view the details of these 56, I see that some names are showing up twice on the list, and it shows the same invoice number for both.  

 

When I look at that invoice, I see that it only includes this service item one time, but the invoice was paid in two separate payments.  Shouldn't be a problem.

 

When I look at the Sales by Item report, though, this single item is added twice on the report, and it looks like I sold one more unit than I did.

 

Here's a screenshot of the invoice:

 

 

The Brian Pace Training:30 Min has a single unit added on this invoice.  The invoice was paid in two payments:

 

 

Then when I look at the Sales by Item report, it shows up twice:

 

 

The same invoice number, same date...two separate lines showing 1 unit each.  This reflects in the total at the bottom of the report, and makes it look like I sold an additional unit than I actually.

 

ADDITIONAL INFO

Upon further review, I notice that when I actually count the QTY column up for this Sales by Item Detail report, I end up with 59:

 

 

So my paper records show that I sold 53 of these things.  I'm trying to reconcile that against my QB reports, but the Sales by Item reports show 56 even though I get 59 when I count it out myself.

 

That said, John is on there twice, and Ray is on there three times.  So that's 3 additional units between the two of them.  If I subtract those 3 from the 59 I'm counting, then I do get the 56 that is displayed on the report total, but that's still 3 more than I actually sold.  I'm super confused.

 

Any information about what's going on here would be greatly appreciated.  Thanks!

Best answer by

This is happening because you're running the report on a Cash basis.  When you do that, each Payment appears on the report, but listing the things from the invoice that it paid. Note 18.65 & 18.35 amounts listed for invoice 89 but on different dates.

 

That noted, it appears the report does not pro-rate the Quantity, but instead lists the full Quantity on each row, but then does not double count it in the total.

 

None of this applies to the Sales Receipts on the report which are stand-alone transactions and will appear on the report the same way on an accrual or cash basis.  

 

Not sure about your overall issue with the Qty, but it looks like you can't depend on the details of this report when it comes to the Qty column, when on a cash basis.

 

Are you sure you want to run the report on a Cash basis?  While reporting income to the IRS on a cash basis has its advantages,  knowing what you sold when you sold it (Accrual) may be more useful then seeing what you sold only when you got paid for it.

1 reply

A
Anonymous
Answer
November 17, 2018

This is happening because you're running the report on a Cash basis.  When you do that, each Payment appears on the report, but listing the things from the invoice that it paid. Note 18.65 & 18.35 amounts listed for invoice 89 but on different dates.

 

That noted, it appears the report does not pro-rate the Quantity, but instead lists the full Quantity on each row, but then does not double count it in the total.

 

None of this applies to the Sales Receipts on the report which are stand-alone transactions and will appear on the report the same way on an accrual or cash basis.  

 

Not sure about your overall issue with the Qty, but it looks like you can't depend on the details of this report when it comes to the Qty column, when on a cash basis.

 

Are you sure you want to run the report on a Cash basis?  While reporting income to the IRS on a cash basis has its advantages,  knowing what you sold when you sold it (Accrual) may be more useful then seeing what you sold only when you got paid for it.

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