Transaction reference numbers help you easily identify transactions. QBO will automatically assign transaction numbers in sequence. But if you want to change the starting custom transaction number of your own, you can do so. You would want to turn the company settings ON once, assign a custom number and turn it OFF again so that QBO can identify number sequence based on the last transaction number.
A separate number sequence appears on:
Invoices, sales receipts, refund receipts, and credit memos
Delayed charges and Delayed credits
For Statements, QBO will automatically control the numbers that reference identify so you can’t change it.
QBO lets you customize your transaction numbers.
How do custom transaction numbers work?
When you turn ON custom transaction numbers:
You can change transaction numbers when you create or modify a transaction.
Transaction numbers can include letters (such as 2017-1001).
New transactions get new numbers (such as 2017-1002), based on the last transaction. You’ll be warned if you try to enter a duplicate transaction number.
When you turn OFF custom transaction numbers:
Transaction numbers are never changeable, even numbers created with custom transaction numbers on.
Transaction numbers are assigned when transactions are created.
Transaction numbers are sequential, based on the last number, starting at 1.
To turn custom transaction numbers ON or OFF from the company settings:
Click the Gear icon at the upper right corner > Your Company > Account and Settings).
For customer transaction numbers on sales forms:
Click “Sales” on the left, and then click the edit icon for “Sales form content”. Select the “Custom transaction numbers” checkbox, and click Save.
For custom numbers on purchase orders:
Click Expenses on the left, and then click the edit icon for Purchase orders. Click the “Use purchase orders” checkbox. Select the “Custom transaction numbers” checkbox, and click Save.
To reset your transaction numbers again:
Select the Custom transaction numbers checkbox, and click Save
Create a transaction with a new starting number.
Clear the Custom transaction numbers checkbox, and click Save.
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).
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.
This has to do with reflecting accurate direct expenses related to customers on Income by Customer Report.
If you are depositing a vendor/supplier refund for an expense that was previously Billed to a customer, select “Track returns for customers” box and choose that same customer on the deposit and mark it Billable.
For example, if you buy a material for a customer’s job, you would bill the expense to the customer. But if the customer later returns the material to you and you return it to the vendor/supplier for a refund that you are depositing, you need to mark the deposit billable to that same customer and also select “Track returns for customers” box. Otherwise, it will show as customer billed for the material expense, and the vendor credit will not appear on Income by Customer Summary Report.
Here is an example of what happens when $1,000 billable purchase returned to the supplier for a refund and deposited that money in the bank. The goal is to show zero expense related to that customer.
SHOWING RESULT WITHOUT BILLABLE AND RETURNS FROM CUSTOMERS
SHOWING RESULT WITH BILLABLE AND RETURNS FROM CUSTOMERS
QuickBooks Online Plus: Track returns for customers box on Deposit Form
You may see two accounts for UNAPPLIED cash payments if you report Profit and Loss on a cash basis. It will automatically trigger to these two accounts simply because you have entered certain deposit and payment transactions differently than normal flow in QBO.
These two accounts are automatically added to the Chart of Accounts when the new company file is created. You can’t delete or change these two accounts.
Here is the main reason that will trigger these two account types in QBO:
Triggers “Unapplied Cash Payment Income” when the date of the customer deposit date is before the invoice date it’s applied to.
Triggers “Unapplied Cash Bill Payment Expense” when the date of the vendor payment date is before the bill date it’s applied to.
Example of “Unapplied” Customer Deposit and Vendor Payment transactions
Changing “Invoice” and “Bill” dates to be prior to payment dates should work for most transactions in this account. However, there may be other unknown circumstances where the issue may not be easily fixed. In that case, you will need to analyze each transaction and resolve the matter. Or get help from the expert.
This video will show how to fix “Unapplied Cash Payment Income” and “Unapplied Cash Bill Payment Expense” on a cash basis Profit and Loss report.
In order to add additional unbilled time and expense, first open existing invoice. You can open it directly from the create + sign, select invoice under customers, and from upper left corner select invoice in question to open from the recent transactions. You can also open directly from the customer’s page under customers center.
Once the invoice is open, you will take the following steps:
1) Go far to the right corner of the invoice column and choose delete trash icon. See attachment below.
2) New Unlink the billable message screen will open. Select “Yes, unlink it” blue button. See attachment below.
3) Now “Add to Invoice” will open on the right-hand window panel. Select “Add all” or “Add” single billable item as needed. See attachment below.
4) Review and make other field changes if needed. Save. See attachment below.
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QBO is not set up to go from Estimate to Sales Receipt at this time. Currently, you create Estimate and then “copy estimate to invoice” to create an Invoice. There is no partial copy so it’s done just one-time. You receive payment against that invoice.
Workaround steps from Estimate to Invoice may also work as faster as creating from Estimate to Sales Receipt approach. Follow these steps, it may work as an alternative to Estimate to Sales Receipt.