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View sales transactions in QuickBooks Online

SOLVEDby QuickBooks118Updated January 12, 2024

The Sales page gives you a great at-a-glance view of the status of sales transactions, open invoices, and paid invoices. You can also view, create, and edit sales transactions from within the page.

To access this page, go to Sales then select All sales (Take me there).

View transaction and invoice status at a glance

Once on the All sales (Take me there) page, you'll notice the Money Bar, which is a key part of the page. It shows you the status and amounts of your sales transactions at a glance, and gives you an instant view of open and recently paid invoices. It also shows you if you have unbilled items like estimates, time activities, charges, or costs.

You can view details about individual transactions in the list, which can display:

  • Estimates
  • Invoices
  • Sales receipts
  • Payments
  • Credit notes
  • Delayed charges (QuickBooks Online Plus, Advanced, and Essentials only)
  • Time Activity (QuickBooks Online Plus and Advanced only)

The list makes it easy to view the status of any transaction, and to see whether a specific transaction is Open, Closed, Paid, Partially Paid, or Overdue.

You can easily customise the list to view the information you need:

  • Filter the list to see only the items you're interested in.
  • Change the columns to view just the data you need.
  • Export lists to Microsoft Excel so you can work with the data it contains in other ways.

Note: The default view for all transactions is 365 days. The Invoices page will not display unless an invoice is created within the last 365 days.

Easily manage sales transactions

From the Sales page, you can easily:

  • Create new invoices, payments, sales receipts, estimates, credit notes, delayed charges, and time activity from the New transaction dropdown menu.
  • Take action on a transaction. For example, you can receive payment for an invoice directly from the list by selecting Receive payment in the Action column.
  • Print transactions or delivery notes (for invoices and sales receipts), individually or for a group you specify.
  • Copy, delete, or void transactions.
  • Send transactions, and, when sending a single transaction, customise the message you send with it.
  • Change the status of estimates.
  • Create additional customer entries such as charges, time activities, and credits (QuickBooks Online Essentials, Plus, and Advanced only).

Now you can make the Sales page work for you.

Note: If Close the books is on in the Advanced settings, you may be unable to change the invoice details.

  1. Go to Settings ⚙ and select Account and settings.
  2. Select Advanced, then check in Accounting section to see what the financial year has been set to and add the payment accordingly.
  1. Go to Sales and select Invoices (Take me there).
  2. Select the Invoice you need to update.
  3. Select Edit invoice.
  4. Select an Amount column and update the Amount.
  5. Select Save or Save and close.

Note: If the invoice has already been included in a VAT filing, an exception will be added to the current open period.

  1. Go to Sales and select Invoices (Take me there).
  2. Select the Invoice you need to update.
  3. Select Edit invoice.
  4. Select the Amounts are ▼ dropdown.
  5. Select a VAT code from the VAT column ▼ dropdown.
  6. Select Save or Save and close.

Note: If the invoice has already been included in a VAT filing, an exception will be added to the current open period.

  1. Go to Sales and select Invoices (Take me there).
  2. Select the Invoice you need to update.
  3. Select Edit invoice.
  4. Update the Customer email address.
  5. Select Save or Save and close.
  1. Go to Sales and select All sales (Take me there).
  2. Open an invoice or any sales form.
  3. Select Edit.
  4. Update any incorrect details.
  5. Select Save or Save and close.

Payments should not show in the A/R Ageing report unless they have been posted as a credit on the customer's account. To remove, link the payment to an open invoice.

We're here to help
If you have questions about invoices or need help creating, customising or importing them, let us know. Sign in to QuickBooks start a discussion with a qualified QuickBooks Online expert in our community.

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