last updated September 27, 2004 Copyright 2004 by Stephen Winters
Welcome to the Frequently Asked Questions (FAQ page) of
Stephen & Emmy Winters QuickBooks Training in Salem, Oregon. This page is still being developed, we will be adding more questions and answers. Below, as we write the info on the page, we will try to answer the most common questions visitors to this our Web site may have. If you are in the Salem Oregon area and have questions that you’d like answered , please send them to us by E-mail at sewsj@peoplepc.com. Put “Questions about QuickBooks” in the subject line of the E-mail. We will try to get back to you within 24 hours.
Do you live or work in or near Salem? Need Help? Do you have some questions that need answered? We’re here to help. E-mail us your questions and we’ll reply with an answer or some suggestions. No charge, no obligation. E-mail your questions to Stephen atsewsj@peoplepc.com. With your question, also tell us the your version of QuickBooks, such as “QB Pro 2002”. When you ask the question(s), remember, before an answer can be found, the question has to be clearly defined. Tell me what you are trying to accomplish in which area of QuickBooks.
Questions
How do you get all the clients jobs to print on one invoice?
Although this is not a common question, it is one that we answered and so have included it here for now. This article asks some questions about what you are trying to accomplish. Then it discusses some possibilities, at the end it gives step by step solutions to one possible solution, printing statements.
Before a solution can be worked out, the question has to be clearly defined. Are you trying to ask how to enter the charges for each property of a client that has multiple properties? Is there any problem with sending separate invoices for each property by the joint owner? Or do you want all the charges for every property printed on one invoice?
It would be easy, and probably the cleanest, to just add a separate job, under the client name, for each property. Then, for each property, you would just enter a new invoice with its individual charges for that one property. After this you would just print out one invoice per property for the client and give all those invoices to him/her.
If, however, you are determined to have all the individual properties on one invoice, this makes it more complicated. One suggestion, would be to create individual items for each property. This has advantages and disadvantages. One advantage is that you can easily enter the charges all on one invoice. The disadvantages are that it would be easier to get mixed up when entering the items, and it would be harder to separate out which charges were for which property. This could create problems later on in your bookkeeping.
Another solution for printing the charges for all the client's properties on one bill would be to print out a statement instead of printing invoices. As stated above, this would be a much cleaner solution. You would first enter the Customer's Name in the Customer:Job List (for example> create Client name: John Smith), then, under the under the Customer's (owner's) name add a Job name for each property, for example (job= 535 Elm Street). This way the charges for each property could be easily kept separate, and it would be easier to keep track of which properties were billed and which charges had been paid.
After creating the Customer and the associated "jobs", create individual invoices with the charges for each property using it's own job name. After entering all the separate invoices, you can either just print out all the invoices and send them to the client, or, if you want to only show them on one bill, don't print any invoices, but rather print the charges on a statement. First, a bit of explanation. The invoices for individual jobs are contained in their own individual customer registers.(i.e. all the invoices for 535 Elm Street will be in the that job register.) However, all of these individual "jobs" are also combined and included in a kind of combined customer master register (i.e. the John Smith Customer register).
To Print All The Combined Charges On One Statement , with all the item charges showing, do this:
1. Go to the customer register (labeled Accounts Receivable), not one of the job registers. There are two ways of doing this:
A. At the bottom of the Customer Navigator, click on "Customer Register. At the top click on the Customer's Name, not a job name. -OR- B. From the top menu, click on Customers, then Customer:Job List. From the Customer:Job List window, click on the right side mouse button on top of the customer's name (i.e. John Smith) not on the job (i.e. 535 Elm Street). From the pop up menu, left click on "use register".
Either of these procedures should bring up the master register (Accounts Receivable) which contains all the client's combined jobs.
2. Print out the Statement:
A. Using your right mouse button, click anywhere in the register. B. From the pop up menu, left click on "Create Statements". The "Create Statement" window will come up. C. In the upper left corner enter the correct statement date and the statement period (which should include the dates of the previously created invoices. D. Under "Select Customers" click on "One Customer, and then chose the client name (i.e. John Smith) not the job name (i.e. 535 Elm Street). E. On the right side, under "Select Additional Options", choose "Create One Statement [Per Customer]", choose "Show invoice item details on statements" (this will allow all of the items that you used on your previously created invoices to show on this statement), and choose "Print due date on transactions." F. When you are ready, click on Print. This will print out the charges for all the different jobs on one invoice for the customer's different locations.
Questions To Be Answered
These are some questions (below) that we are still writing the answers to. If you would like these, or other, questions answered, please E-mail your questions to
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