How do i make packing slips when i am making partial shipments, i only bill when all items are delivered?

Hey Totalmach1

As you're probably figured out the Packing Slip feature is closely tied to the Invoice so yeah it's not so simple to do what you want.

However, if you draft an Invoice (without sending it) you can create a packing Slip from there.

Now you can actually alter or "play with" the quantities on your Invoice so they match the Partial Delivery. Then print your Packing Slip and change the Invoice back to the full Quantities.

I would recommend you actually attach a PDF of each Packing slip to the invoice as you go so there's no ambiguity.

You could even use the "Service Date" field in Quickbooks to make multiple lines for all the deliveries so it's clear as a bell to both you and your Customer.

Let me know if I'm on the right track

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McBride Bookkeeping

Thanks for the reply,

I think the way you explain it, it will show the parts/qtys that i am shipping , but it also shows all the other items that will be on the final invoice with a qty of 0. i dont want to delete these and then have to add them back to the invoice

i have invoices that  sometimes have 30+ lines. so i end up for example printing 2 pages to ship 4 lines.

any help is appreciated.

Yes You are correct.

But you mentioned "Final Invoice with Qty of Zero"

Are you partially shipping and then Partially Invoicing also?

Because if that's the case then the system is literally built for that. 

The way I understood your question was that you get a big Order, Ship in many parts and THEN invoice the whole order?

If this isn't the case then just converting the partial Order to Invoices each time and printing a Packing slip for each partial shipment/invoice is a perfect, neat simple solution

I think I am doing this the wrong way.

I send an estimate that gets accepted.i usually create an invoice when I get the

P.O #. When order us ready I print the p/slip and send invoice.

On the big orders I have been doing the same thing. But when I have 30 lines on the invoice and I ship 5 lines at a time, and do not invoice until all 30 lines have been shipped. This is when the p/slips become a pain. Perhaps I should not create the invoice from Estimate. 

Chris

Hi totalmach1,

Thanks for reaching back out here.  QuickBooks Online is a dynamic program with everything you need to complete your daily tasks with peace of mind.  In addition to the exceptional assistance provided by McBrideBookkeeping, I'll be happy to assist you with your QuickBooks goals!

One of the many great features QuickBooks has to offer, is having the ability to create recurring transactions.  You can create a scheduled or unscheduled template and include a reminder.  An unscheduled template works great for transactions with a lot of information that you prefer not to have to re-enter, but aren't necessary to be scheduled.  Invoices will be created as a draft and you'll be able to save them as drafts or finalized them.  For your reference and additional information, follow this guide to create recurring transactions in QuickBooks Online.

If you have any other questions, please don't hesitate to reach back out.  We'd love to help!

@totalmach1 

you are "sort of" right about maybe not creating an Invoice. Perhaps do not create a full invoice of all 30 lines, just the 5 you are shipping, then you can create a packing slip easily for the correct lines.

Afterward, as much as I hate to suggest it, you can void or delete the Invoice and repeat it until everything is sent, at which time you can invoice everything. The downside here is that QBO will have NO WAY of knowing what you shipped to the Customer.

If you were prepared to, you could create all the -mini-invoices which match your packing slips and then when the order is closed off in QBO you could send them all or combine into one by deleting them and making one larger one. It's a bit messy no matter how you do it. The program wasn't really intended for a ship first, invoice later scenario. (That said there are some excellent 3rd part apps out there that may be able to help you)

Can I ask why you wouldn't just invoice as you ship? It would be more common practice to do that or else wait to ship all at once. either option would be more common that what you are trying to do.

Overall I'd highly recommend you find a professional to help you

Hope this helps ! 

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Thanks
McBride Bookkeeping

I thought that this might be what you want: https://quickbooks.intuit.com/learn-support/en-us/help-article/invoicing/set-send-progress-invoices-... 

I was trying to figure out a graceful way to send partial shipments while keeping the invoice and packing list tightly coupled.

EDIT: After trying this feature out, it looks like this only allows % or the $ amount to ship, and oddly doesn't have a way to edit the qty shipped.

I ended up having to copy the estimate my customer accepted, edit the qty to match what was being shipped, and then create the invoice.  Not what I was hoping for, and it likely won't work for you either..

Ideally, Quickbooks would have the feature to create an estimate, partially ship and partially invoice that estimate based upon quantity of product shipped when dealing with actual products.  Let's say my customer ordered 3 lamps and 1 piece of art.  The art is not in stock yet but they want the lamps now.  From the estimate one should be able to invoice and ship the 3 lamps while the 1 piece of art remains an estimate for later shipping and invoicing when it arrives in stock.  Very hard to keep up with what you have shipped or not shipped from a single order.  Partial shipments are ordinary business.

What apps are out there - would love an app that you enter the PO and QTY's client ordered and a column that has Qty, shipped qty, and it calculates the bal owed (backordered), - each shipment is a new SR(shipping Receipt) that aggregates until the PO is done - this would allow for packing slips to show what shipped that day and what is owed/backordered - app has button bill now and another button aggregate ... it then handshakes with QBO to either generate an INVOICE for what has shipped or waits to aggregate and signals when ORDER COMPLETE whereby a click "generate invoice" handshakes with QBO and autofills the Invoice we can email and print for the client - the app will be the placeholder for all SR(shipping receipts) in case you have to go back and find days that you shipped XYZ and qty etc...... this app I think would help many of us... Or QBO should create a shipping tab that does this - the shipping tab would be where packing slips would be generated off of a shipping receipt 

I too have the same issue, we ship partials as they come in on very large orders.  Due to supply chain issues product needs to get to our customers as soon as they come in and not everything comes in at the same time.  

Customer PO is for 

15,000 Widget A

 5,000 Widget B

22,000 Widget C.   and so on

In stock is only 5,000 widget A and 12,000 Widget C must ship right away so Ship Day 1

5,000 Widget A 

0,000 Widget B

12,000 Widget C

Fishbowl lets me do this and print perfect packing slips of what is shipping and it keeps the PO open, I can invoice what has been shipped and then when more come in I can pick, print packing slip, ship and bill for what is shipping - - over and over till PO is filled unfortunately for our wholesale division which is not on Fishbowl I can not do this and its killing me.  I have to edit the packing slip in a pdf editor and change the qty's and keep track on a spreadsheet until the order is done - we have many orders so this is HELL.... 

I too need to do the same thing

What apps are out there - would love an app that you enter the PO and QTY's client ordered and a column that has Qty, shipped qty, and it calculates the bal owed (backordered), - each shipment is a new SR(shipping Receipt) that aggregates until the PO is done - this would allow for packing slips to show what shipped that day and what is owed/backordered - app has button bill now and another button aggregate ... it then handshakes with QBO to either generate an INVOICE for what has shipped or waits to aggregate and signals when ORDER COMPLETE whereby it once click and it generates the Invoice to the client - the app will be the placeholder for all SR(shipping receipts) in case you have to go back and find days that you shipped XYZ and qty etc...... this app I think would help many of us... Or QBO should create a shipping tab that does this - the shipping tab would be where packing slips would be generated off of a shipping receipt 

I too have the same issue, we ship partials as they come in on very large orders.  Due to supply chain issues product needs to get to our customers as soon as they come in and not everything comes in at the same time.  

Customer PO is for 

15,000 Widget A

 5,000 Widget B

22,000 Widget C.   and so on

In stock is only 5,000 widget A and 12,000 Widget C must ship right away so Ship Day 1

5,000 Widget A 

0,000 Widget B

12,000 Widget C

Fishbowl lets me do this and print perfect packing slips of what is shipping and it keeps the PO open, I can invoice what has been shipped and then when more come in I can pick, print packing slip, ship and bill for what is shipping - - over and over till PO is filled unfortunately for our wholesale division which is not on Fishbowl I can not do this and its killing me.  I have to edit the packing slip in a pdf editor and change the qty's and keep track on a spreadsheet until the order is done - we have many orders so this is HELL....