Creating Invoices | Post Your Question Below

Hello Sue Roberts, so in the self-employed product is not linked to the invoice section. the invoice section is only for your reference only. Only the transactions in the bank section relate to any reports in the self-employed account like profit and loss or tax summary. 

Hi. How do I reallocate payments received to the wrong client invoice in error?

Many thanks

Hello Gardendoctorsmike17, thanks for posting on this thread, so to reallocate the payment received to the wrong client in error, it is just a case of going into the invoice, clicking on 1 payment top right-hand corner and then clicking on the date, the received payment page will then open up, click on more at the bottom middle of the page and then select delete,  this will then remove the payment from that invoice and open that invoice up again to be then matched against correctly.

Hi

Trying to import an invoice for the first time. Keep getting an Unknown error for the *InvoiceNo I am importing...I'm only using numbers but it keeps being rejected....

Any ideas?

Thanks

Hi, guys! Could you please answer my question? Why my imported sales invoices are not marked as paid? 

This is the example of my invoice and I have always see the problem, that it is due date, or overdue. Can I somehow change to be already with paid status? Also, can I somehow avoid date format selection and make it by some default value?

Hello Radush_v, thanks for posting on this thread on the Community page, If you are importing as an invoice it will just be an open invoice, no payment will be associated with it. If you are importing sales receipts then it will show as a paid transaction. 

We're glad that you've joined the thread, @radush_v.

Let me walk you through importing sales receipts in QuickBooks Online.

QuickBooks allows users to upload multiple sales receipts together for business efficiency. With this, sales receipts should not be more than 100.

Before you get started, please remember the following:

• You can upload sales receipts with multicurrency and multiple line items or as a total value for each invoice.
• VAT must be enabled if transactions have VAT amounts, though you don't need to change your VAT codes to QuickBooks VAT code formats.
• The sample file will not contain VAT columns if not turned on and vice versa.
• The VAT code will be the basis for VAT calculation if no VAT amount is specified. Otherwise, it will override any calculations that will be made by QuickBooks.
• Enable the Custom transaction number to keep sales receipt numbering in your file.
• CSV file should use this format when products/services need to be allocated to a Category: [category name]:[item name]
• Transactions with discounts and negative amounts cannot be imported.
• QuickBooks will utilize GBP as the home currency if not specified.

To begin with, let's open the Import sales receipts tool. Here's how:

1. Head to the Gear icon.
2. Select Import data under Tools.
3. Choose Sales receipts.

After that, proceed to Steps 2, 3, and 4 to complete the process: How to import sales receipts.

On the other hand, consider reviewing these resources for guidance on organizing and reviewing your transactions to keep our book accurate: 

• Categorise and match bank transactions in QuickBooks Online
• Reconcile an account in QuickBooks Online

Keep us posted if you have additional questions on importing sales receipts or other related concerns in QuickBooks Online. We'll be around to help.

I have added another column on my invoice template for commodity codes which is visible when I preview the layout but when I raise a new invoice the column is not there?

Good morning Intuit

Thanks for a good article describing importing invoices from a 3rd party system. 

After some testing, we ran into some issues, I hope you can help us with a few answers: 

At the start of the article, you say: 

• You can’t add discounts, credit notes, or negative amounts in general.

Question 1: 

Let's say you would like to import an invoice with two lines, a product of 1.000,- and an advance payment of 800,-  (an invoice line with -800 as the amount) with an invoice sum of 200,- as the total amount, for example: 

   Product A                   1.000,-

   Advance payment        -800,- 

   TOTAL                           200,- 

How can we do this if the import does not support negative numbers? 

Question 2: 

Let's say you import an invoice with one line, a product of 1.000,- which works fine. 

Then, you need to make a credit note of -1.000,- to make the first one in a zero balance. 

Finally, a new invoice with the correct amount 900,- is created and imported successfully. 

How can we do this credit note of -1000 automatically using the import function when you say that "Credit notes" are not supported?  

Question 3:

A separate invoice number is generated from the 3rd party system generating the invoices to be imported to Quickbooks. For example, the 3rd party system uses "[removed]", "[removed]" ... as invoice numbers. When importing these invoices, QB overrides these invoice numbers and assigns its own numbers "1435", "1436", .... To be able to keep the original invoice numbers, we add this number to the Memo field so we can see both numbers in QB. 

But, is there a way to keep the initial invoice number from the 3rd party system after importing data? (Instead of getting a new number from QB?)

Question 4: 

Each time you do an import, you must step through the wizard to select data format, tax options, tax code mapping, etc. 
The files we receive from the 3rd party system will always have the same date format, tax options, tax codes, etc., so there is a risk of manual errors because these data need to be set each time a file is imported. 

Is there a way that these options can be "hardcoded" so that the wizard does not ask for these settings every time a file is imported?