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 handle a partial payment when creating an invoice in QBO?

Case: A customer bought $105.00 worth of product and paid $80.00 in cash. You need to send an invoice to the customer for the balance. How would you handle this in QBO?

First, create a new invoice using product/service item code for $105.00. Use deposit field to post $80.00 as the prepayment on that invoice. Deposit field is located right below the total. Now, the invoice will show $25 balance due.

If you do not see “DEPOSIT” field on your invoice, go to “Company Gear” settings to enable deposit field: Gear icon (upper right corner) > Settings > Company Settings > Sales > Deposit > ON > save. See screenshot below for reference.

Click on the screenshots below to enlarge them
enable deposit setting

Once you enter deposit amount, your invoice screen will expand to show the following three fields added to the invoice form. Fill out the information appropriately:

a) Payment method
b) Reference no.
c) Deposit to

You will need to select “Deposit to” field depending on your situation. If you are depositing this deposit (prepayment) to the bank along with other payments as a batch deposit, then you should select Undeposited Funds Account. On the other hand, if you are depositing just $80.00 as a single deposit to the bank, you should select the appropriate bank account.

deposit field on invoice

The snapshot below shows what accounts are affected by this transaction:
deposit journal report
1. Accounts Receivable: $25
2. Sales Income: $105
3. Undeposited Funds or Bank Account: $80

 

#QuickBooks Online

 

How to change messages greeting appear on customer invoices in new QuickBooks Online?

You can remove or make changes to messages greeting that appear on Customer Invoices in new QuickBooks Online. You will need to change company settings.

From the home page screen

  • Select the Company “Gear” (upper-right-corner)
  • Select “Sales”
  • Select “Messages”
  • Select Default email message sent with sales forms. Uncheck “Use greeting” or make appropriate changes. It can also make changes to default message shown on sales forms.
  • See attached screenshot photo for reference.
Messages greeting
Messages greeting

How to run customized Sales Report by Sales Rep in new QuickBooks Online?

There is no built-in business report available by Sales Rep in new QBO at this time. By using available custom field on the sales forms (invoice and sales receipt), you can easily get the information by selecting and customizing standard built-in “SALES BY CUSTOMER SUMMARY” report.

This quick and easy tutorial video shows you how to customize sales report by sales rep for tracking sales and manually computing sales commissions in the new QuickBooks Online (QBO).

Here is another top-rated tutorial video by VPController for newQBO.com. We encourage you to watch the entire video.. You do not want to miss a step!

Sign up QuickBooks subscription for new company. Or add additional company subscription for using the same user ID (choose “Already have an Intuit user ID?”)

How to run Sales Tax Liability report to get Total Sales and Taxable Sales with Tax Collected in new QuickBooks Online?

In order to get total sales and taxable sales with sales tax collected, you will need to run a “Sales by Customer Detail” report. This report will not give you all the information you need to file the Sales Tax Return. You will need to further customize it to word around.

To do this, you will to run a “Sales By Customer Detail” report, customize it and add “tax amount” and taxable amount” columns from selecting “Change Columns.

These are the necessary steps, you will need to take.

From the blue navigation bar on the left

  • Select Reports
  • Select “Go to report” (magnifying glass), type Sales by Customer Detail
  • Select “Sales by Customer Detail” from drop-down selector
  • Change Transaction Date as needed
  • Select “Customize” blue button (upper left)
  • Select “Change Columns” under Rows/Columns
  • Add Tax Amount (refers to tax collected)
  • Add Taxable Amount (refers to taxable sales)
  • Add Tax Name (if needed)
  • Select Remove button and remove unnecessary columns (optional)
  • Click OK button
  • Click Run Report

This will give Total Sales and Total Taxable Sales. Subtract these two columns in order to get Non-Taxable Sales.

Recommended: Also click “Save Customizations” button to make this as customized report for future use.

Customize Sales Tax Report - Change Columns
Customize Sales Tax Report – Change Columns
Customize Sales Tax Report - Total Sales and Taxable Sales
Customize Sales Tax Report – Total Sales and Taxable Sales