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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When I send an email to my customers, how do they look

Here’s an example of how your customer will see the email.

1) WHEN CUSTOMER RECEIVE EMAIL

a) From: Your Company Name
b) Subject: Invoice Number …. from Your Company Name

2) WHEN THEY OPEN THE EMAIL. THEY WILL SEE.

a) from: Your Company Name
<quickbooks@notification.intuit.com>
THIS, THERE IS NO WAY TO CHANGE IT.

b) reply-to: your email address

c) to: customer email address

d) cc: your email address (if you’ve selected email me a copy under messages settings under gear)

e) date: Sat, Feb 18, 2017, at 8:06 AM (format)

f) subject: Invoice I-20207 from Your Company Name

g) mailed-by: e.notification.intuit.com

h) signed-by: notification.intuit.com

This sample example is from Gmail.


 





 

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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






How to create Accounts Receivable (A/R) Report for each Sales Rep (Salesman Report)

We will be using available Custom Fields, one for Sales Rep on Sales Forms (Invoice, Sales Receipt and Estimates). And, generate customized report to get Accounts Receivable for each Salesman Report. Since there is no way do it from the Customer Detail page. This page has no field for to include Sales Rep.

First, we will enable Custom Fields on. This feature is available in Essentials and Plus, but not in Simple Start.

From the home page screen > company gear (upper right corner) > settings > company settings > Sales > Sales form content > Custom fields > assign “Sales Rep” to custom fields > Check Internal and Public > OK > Done

Go to back to Invoice Form. Create Invoice. Assign Sales Rep on Invoice.

To generate report > From the home page screen > Go to blue navigation bar on the left > Reports > Go to report (magnifying glass) and type/select “A/R Aging Detail” report

Select Customize button (upper left) > Select “Change Columns” blue button inder Rows/Columns > Select “Sales Rep” from Available Columns list > Add > Move down or up to change order > OK

Go to Match > Sales Rep > Enter Name of Sales Person (as you have entered on Invoice)

Go Header/Footer > Change Report Title to: Customer Outstanding Invoices Report for Salesman by name (say Kathy as an example) > Run Report

Go to “Save Customizations” button > Name Custom Report (as you want it, say Kathy’s Report for example) > Add this report to a group by adding new name or selecting from existing list (optional) > Share this report with all company users (optional) > OK

Now, you have created and save Customized Report for Customer Outstanding Invoices Report for Kathy

You can follow the same steps to create customized report for each salesman.

Next time go to Reports and choose “My Custom Reports” and select Report from the list. Edit and Run Report as needed.


Watch Video Tutorial! We highly encourage you to watch the entire video. You do not want to miss a step!


 
1 Customer Information Page

2 Custom Fields

3 Invoice with Sales Rep Name

4 Customize AR Aging Detail

5 Select and Reorder Columns

6 Change Report Title Name

7 Customer Outstanding Invoices Report

8 Save Report Customizations


 

How do i find the date the invoice was sent to Customer/Client in new QuickBooks Online (QBO)?

From the home page screen

  • Select the blue navigation bar on the left
  • Select Customers/Clients Center
  • Select Customer/Client
  • Filter to show “Open Invoices”
  • Click the Invoice Sent link under Status column

Another way is to add “Last Delivered” columns under Transactions list. Select small gear icon (middle-right corner, just under Create new blue button)
See screenshot photos for reference.

Transactions Status Activities
Transactions Status Activities

Transactions Last Delivered Status
Transactions Last Delivered Status

How to write a refund check to a customer against already issued credit memo? I do not see any options for applying the credit or printing a refund check.

I am trying to write a refund check to a customer against already issued credit memo, but I do not see any options for applying the credit or printing a refund check.

It involves two steps process to write a check and apply the credit memo against that issued check to a customer.

Step # 1
Write a check (create + sign > select Check under Vendors)

Two critical information to fill out > choose a payee, in this case Customer > Account = Account’s Receivable (A/R)

Write check for customer refund
Write check for customer refund

Step # 2 Receive Payment to clear refund and check in customers’ account

Go back to Customer’s Center > Locate the Customer > You will notice 2 open invoices notice under “Pending Invoices” column > Under Action column, select “Receive Payment” > You will notice both Check and Credit with net zero amount here > Save and Close. Done.

Receive payment to clear customer credit and refund
Receive payment to clear customer credit and refund

How do I receive payments from suppliers in new QuickBooks Online?

How do I receive payments from suppliers? Switched to Quickbooks online so bookkeeping tasks easier. The learning curve from Simply is challenging. Have watched Youtube videos, tutorials, taken Lynda course. I do not understand the basic flow. Thanks

You will need to consistently follow these very easy basic flows:
Customer Invoice ===> Receive Payment (select Deposit to: Undeposited Funds Account) ===> Bank Deposit (combine multiple deposits (or single deposit), match total bank deposit slip)
Sales Receipt (select Deposit to: Undeposited Funds Account) ===> Bank Deposit (combine multiple deposits (or single deposit), match total bank deposit slip)
If you are bank downloading transactions, you will just need to match, not add transactions. Adding will just duplicate deposit.
In case, you’ve missed our YouTube video regarding this specific topic in new QuickBooks Online, here is the embedded link. It’s long 48 minutes video. But, it covers almost all aspects of invoicing functions in QBO. It’s currently on Top Five QuickBooks Online video search list on YouTube.