Price Rules (aka Price Levels) in QuickBooks Online

How to set up and use special pricing for selected or all customers in QuickBooks Online?
1. Setup New Customer Type (Dashboard > Sales > Customers > Customer types > New Customer type).
2. Turn on Price Rules (Gear > Your Company > Account and Settings > Sales > Products and Services > Turn on Price Rules).
3. Setup New Price Rules (Gear > Lists > Products and Services > Drop-down arrow under MORE > Price Rules).
4. Create Invoice or Sales Receipt (Create + sign > Customers) > Select (or use default) Price Rules under Rate column.

Educational and Instructional Video:

QuickBooks Online QBO Price Rules (aka Price Levels) – Special pricing for selected or all customers



Coming QBO Improvement – Price Rules (aka Price Level List on QB Desktop)

Manage your multiple price lists for different customer types with ease.
Eliminates the hassle of maintaining and remembering who gets what price for what items.

To turn the Price Levels ON in QBO (COMING FEATURE):
Gear at the upper right corner > Your Company > Account and Settings > Sales > Products and Services > Show Price Rules drop down on sales forms > ON > Save.

On Customer Information page, new ‘Additional Info’ field (next to Attachments) is added to enter Customer Type and Price Rules.


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how to send an invoice late payment reminder to your customers

QuickBooks Online – how to send an invoice late payment reminder to your customers





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When you send an invoice to a customer and also carbon copy (cc) it to someone, will it show viewed if either person looks at the invoice or just the primary recipient

It will show as viewed whoever viewed it (primary or cc). If it’s viewed by both it will show as viewed twice.

Viewed Status Icon: If you open sales transactions (left navigation bar > transactions > sales) under status column, it will show many have opened the invoice and viewed it. It will show one black icon if viewed by one person or two black icons if viewed by both. See attached screenshot.

(Note: In case, you do not see Status column and need to add, go to middle Gear at the far right and select show more and add status column).

sent-invoice-viewed-status

Invoice Activities: Open the invoice in question from the sales transactions or directly from customer center. Under activities (below invoice balance due, next in line to attachments), it will show invoice viewed with date and time record. But it is not possible to identify who actually viewed it (primary or cc person), especially if viewed by just one person unless one or both replied with the message. See attached screenshot.

sent-invoice-viewed-activities






What is the difference between “Paid” and “Closed” status on the Customer’s account page

Basically, you should see the “Paid” status once the sales transactions are complete involving Sales Receipt and Invoice forms. You should see “Closed” status when other steps are involved dealing with the Invoice.

For Sales Receipt – it’s always “Paid” status. It involves a combination of the sales transaction and money received from that sale into one.

For Invoice – you could see 3-status change

  1. Create new invoice = “Open”
  2. Invoice is past due (terms) = “Overdue”
  3. Invoice paid = “Paid”

For “Closed” status

  • Payment received on Invoice
  • Billable Expense to Customer once Invoice is created (create vendor billable expense to customer = “Open” status on customer page)
  • Time Charge to Customer once Invoice is created (create time charge to customer = “Open” status on customer page)
  • Credit Memo once applied against the open invoice or refund (create memo = “Unapplied” status on customer page if not applied yet)
paid closed status
paid closed status

 


 

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How to use track return for customers field shown on deposit form

“Track returns for customers” has to do with whenever you invoice your client for billable expenses (time and material) and the client pays less (for a variety of reasons) than invoice amount. This is a way to correctly track returns for customers account and receive payment to match deposit amount. In case, you will need to invoice deduction portion (same client or different client), you will also check billable box.
See screenshot below.

track returns for customers
track returns for customers

Note: Billable to customers feature option is available in PLUS plan only (not available in Essentials and Simple Start).

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When I create an Invoice, how do I get the packing slip to show the shipping address

First, you will need to enable “Shipping” in the company settings.

Just follow these steps below:
1. Select Company Gear icon at the top right corner.
2. Click to Company Settings, select Sales.
3. Under “Sales form content” place, click the pencil icon and place a checkmark to the box next to “Shipping” to turn on the address.
4. Click on Save.

enable shipping

You also need to put in the customer’s shipping address in the Customer Details section for the shipping address to show in the packing slip.

You can edit your customer’s information through the steps below:

1. Click on the Customers tab on the left navigation bar.
2. Look for that specific customer and click on their name.
3. Once you’re in their account, click on “Customer Details” column.
4. Click on the “Edit button” at the far right side.
5. You can now edit your customer’s shipping address.
6. Once you’re done, click the Save button located on the bottom right corner of the screen.

(You can also add shipping address directly on the Invoice form, but that will not update customer details page)

shipping address

After doing these steps, create an invoice, select Print or Preview (at the bottom) and try to “Print packing slip”.

packing slip

At this time, PACKING SLIP is just for Invoice, it’s not available for Sales Receipt. I’d suggest sending feedback to Intuit QBO team. Just click the Gear icon (upper right corner), and click “Feedback” under Your Company.

feedback screen

Tutorial Video

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How can I transfer unapplied credit from one customer to another in QuickBooks Online

A case may occur when a customer wants to apply credit balance to an affiliated company’s open invoice.

EXAMPLE:

Customer (Mark) has a $500 credit balance. Customer (Martha) has a $500 Open Invoice. They like to clear the accounts by applying $500 credit from Mark’s account to $500 Open Invoice of Martha’s account.

One easy way to handle transfer credit from one customer to another customer is to write a Journal Entry in QBO.

Click on the screenshots below to enlarge them

Customers Page
Customers Page

Customer Mark's Account with $500 Unapplied Credit
Customer Mark’s Account with $500 Unapplied Credit
Customer Martha's Account with $500 Open Invoice
Customer Martha’s Account with $500 Open Invoice

 

To create a Journal Entry

From the home page screen, click Create+ sign

  • Click Journal Entry tab under Other heading.
  • Enter the date.
  • On the first line, from the Account drop down list, select Accounts Receivable (A/R).
  • In the Debit field, enter the unapplied amount being transferred. Example:$500.
  • In the Memo field, note the reason for the Journal Entry. Example: credit transfer to Martha’s account.
  • From the Name drop down list, select the customer name that credit is being transferred from. Example: Mark
  • On the second line, from the Account drop down list, select Accounts Receivable (A/R) again.
  • In the Credit field, enter the credit amount (same as debit amount). Example:$500
  • In the Memo field, note the reason for the Journal Entry. Example: credit transfer from Mark’s account.
  • From the Name drop down list, select the name of the customer that the credit is being transferred to. Example: Martha
  • Click Save.
Journal Entry
Journal Entry
Mark's Customer Page after Journal Entry
Mark’s Customer Page after Journal Entry
Martha's Customer Page after Journal Entry
Martha’s Customer Page after Journal Entry

 

The final step is to Receive Payment on both customer accounts so that it will show “Paid and Closed” customer status

From the home page screen, click Create+ sign

  • Go to the Customers tab and click Receive Payment.
  • Select the customer (example: Mark).
  • Make sure that the credit and Journal Entry are checked at the left (make no other entry on the Receive Payment form.)
  • Make sure “Amount received” show zero amount.
  • Click Save.

Follow the same “Receive Payment” steps as above for the customer (Martha).

Screenshot 2015-08-23 14.18.55
Receive Payment (Customer Mark)

Screenshot 2015-08-23 14.19.23
Receive Payment (Customer Martha)

Screenshot 2015-08-23 14.20.43
Customer Mark’s Page with Paid and Closed Status

Screenshot 2015-08-23 14.20.52
Customer Martha’s Page with Paid and Closed Status

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