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C
CAI-GRIE
February 9, 2025
Question

Simplifying Journal Entries from Invoices

  • February 9, 2025
  • 1 reply
  • 0 views

How can I have line items in an invoice automatically code to a date and class without creating a separate Journal Entry for each line item?

 

It is incredibly daunting having to create a journal entry for each line item in an invoice. I have invoices with 20-30 lines that are income for events throughout the year. So they all need to be classified to a specific date and class. While I put the dates and the class for each line item in the invoice, when it is paid, it all goes to Prepaid Revenue instead of the date and class associated with the specific line in the invoice. 

 

It is so time consuming and would be easier if I put the effort into the invoice, for it to use the information input. 

1 reply

K
KiazzymaeC
February 10, 2025

Thank you for raising your concern here, @CAI-GRIE.

 

When creating a transaction, it's advisable to use sales from. The Journal Entry is the last resort. Allow me to explain further the use of Invoices and Journal Entry. In Invoices, you can add different line items and assign the corresponding Service Date and Class. However, you can only select one Customer per transaction. Thus, you'll have to create several entries if you have multiple customers.
 

To do so, here's how:

 

  1. Click + New.
  2. Under the Customers column, choose Invoice.
  3. Select a customer in the Add Customer dropdown menu.
  4. Enter the necessary information needed.
  5. Create line items with Service Dates and Class.

 

I've provided a screenshot for your visual reference:

 

 

On the other hand, when you create a Journal Entry, you can also add different line items for different Customers and assign a Class. However, you can only select one Date per entry. Therefore, you'll need to create multiple entries for this if the invoices require different dates.

 

Moreover, I suggest you consult an accountant for guidance on what's suit for your business. If you don't have one, you can use our Find-an-Accountant tool to look for an expert near you.

 

In addition, only the Bank Account and Accounts Receivable will be affected when a payment is received. It is important to carefully review the Journal Entry made with regard to the Income account, particularly verifying the account used for the credit.

 

Additionally, you can create and send multiple invoices at once if you're using QuickBooks Online Advanced.

 

Furthermore, you'll want to run invoice report in QuickBooks Online.

 

Lastly, consider signing up for QuickBooks Live Bookkeeping today and experience the peace of mind that comes with knowing your finances are in good hands.

Take the stress out of bookkeeping and let the experts handle it!

 

You can always get back to us by replying to this post if you still have questions regarding when creating invoices. The Community and I are always available to help you! 

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