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Arzini
Level 3

How to show on current invoice the previous unpaid invoices or outstanding balances?

We bill our tenants monthly for association dues. On our old software, we recur the invoices and only add the outstanding unpaid balances on every billing/invoice. After printing and sending them to the tenants, we delete the outstanding balances we put in order to leave the current bill. How do you do this in QB in a way that when I put the outstanding, it doesn't add more amount but only shows the unpaid previous billing?

Solved
Best answer October 01, 2019

Accepted Solutions
Angelyn_T
QuickBooks Team

How to show on current invoice the previous unpaid invoices or outstanding balances?

Hello there, @Arzini.

 

To be able to add the past due amount to your current invoices, you can simply follow these steps:

 

  1. Open your QBDT.
  2. Click on Customers at the top menu bar.
  3. Select Create invoices.
  4. On the Invoice page, click on Formatting.
  5. Select Customize Data Layout.
  6. Go to the Footer column then check on the box under Print for Customer Total Balance or Job Total Balance.
  7. Click on OK to save the changes.

I've added these screenshots for additional reference.

m12 1.PNG

m12 2.PNG

m12 3.PNG

To learn more about using and customizing form templates, you can read this article: Use and customize form templates.

 

I'm also adding this article as a future reference in case you'll encounter issues when using and customizing templates: Troubleshoot common issues when using and customizing templates.

 

Keep posted if you have any other questions. I'll always be here to help!

View solution in original post

16 REPLIES 16
Angelyn_T
QuickBooks Team

How to show on current invoice the previous unpaid invoices or outstanding balances?

Hello there, @Arzini.

 

To be able to add the past due amount to your current invoices, you can simply follow these steps:

 

  1. Open your QBDT.
  2. Click on Customers at the top menu bar.
  3. Select Create invoices.
  4. On the Invoice page, click on Formatting.
  5. Select Customize Data Layout.
  6. Go to the Footer column then check on the box under Print for Customer Total Balance or Job Total Balance.
  7. Click on OK to save the changes.

I've added these screenshots for additional reference.

m12 1.PNG

m12 2.PNG

m12 3.PNG

To learn more about using and customizing form templates, you can read this article: Use and customize form templates.

 

I'm also adding this article as a future reference in case you'll encounter issues when using and customizing templates: Troubleshoot common issues when using and customizing templates.

 

Keep posted if you have any other questions. I'll always be here to help!

Arzini
Level 3

How to show on current invoice the previous unpaid invoices or outstanding balances?

Thank you for the response. I would also like to add 3% compounding penalty to every past due invoice.

Anonymous
Not applicable

How to show on current invoice the previous unpaid invoices or outstanding balances?

You may want to create an item for the penalty charges, Arzini.


Here’s how:

  1. Go to List at the top. 
  2. Select Item List. 
  3. Click the arrow next to Item at the bottom and choose New. 
  4. Select Other Charge for Type. 
  5. Enter your desired item name, percentage amount and account. 
  6. Click Ok.  

1.PNG

Once the customer have overdue, create an invoice for the penalty. 

  1. Go to Customers at the top and select Create Invoice. 
  2. Enter the Item you’ve create for the penalty. 
  3. Enter the 3% penalty amount and the description. 
  4. Click Save and close. 

 

We have our doors open, so please visit us again if you have other questions.

Arzini
Level 3

How to show on current invoice the previous unpaid invoices or outstanding balances?

We show our past due invoices on the current invoice by adding a lane for each past due invoice. Is there a way to do this?

John C
QuickBooks Team

How to show on current invoice the previous unpaid invoices or outstanding balances?

Hi Arzini

 

Please refer to the previous posts, you can add the account summary, the brought forward balance will then be shown on the invoice when you send it to the customer, it will not be shown on the invoice shown on the screen, you will be able to view this by selecting print or preview within the invoice.

You should not add the brought forward amounts as additional lines on the most recent invoice.

Arzini
Level 3

How to show on current invoice the previous unpaid invoices or outstanding balances?

Thank you for the response! How do I make an account summary to carry forward on the current invoice? Kindly excuse me, I am not yet used to this advanced program.

Anonymous
Not applicable

How to show on current invoice the previous unpaid invoices or outstanding balances?

Thanks for getting back in the thread, @Arzini.

 

I can help add some details about the account summary. 

 

This is the job total balance on your invoice data layout as shown on the screenshots provided. To make an account summary to carry forward on the current invoice, just follow the steps provided by my colleague @Angelyn_T.

 

If you have additional questions about the customization, do let me know. I want to help however I can. 

Arzini
Level 3

How to show on current invoice the previous unpaid invoices or outstanding balances?

How do you add a penalty that is compounding monthly?

sh0416
Level 1

How to show on current invoice the previous unpaid invoices or outstanding balances?

is there a way to do this with the QBO version?

Adrian_A
Moderator

How to show on current invoice the previous unpaid invoices or outstanding balances?

Hi there, sh0416.

 

I'll take it as you want to reflect your customer's outstanding balance on the invoice on your QuickBooks Online account. Let me guide you how:

 

  1. From the Gear icon, select Custom form styles.
  2. Locate the invoice template.
  3. Under ACTION, click Edit.
  4. Go to the Content tab and then click the body (center) section.
  5. Under Account summary, tick the Show on invoice field.
  6. Click Done.

 

 

 

 

 

If you want to create a penalty on the invoice, we'll have to add a penalty item and then add it on the invoice. Here's how:

 

  1. From the + New button, select Invoice.
  2. Enter the Customer name.
  3. Add the penalty item.
  4. Enter the amount.
  5. Click Save and close.

 

If you mean something else, please let me know. I'll be happy to help you out.

 

I've also added this reference for more information about VAT codes and rates: Set up and edit VAT settings, VAT codes, and VAT rates.

 

I'm just a post-away if there's anything that I can help. Keep safe!

Pamela C1
Level 1

How to show on current invoice the previous unpaid invoices or outstanding balances?

There is no amount populating in the Customer total Balance on the invoice? How do I get this amount to come from the current AR balance?

 

GeorgiaC
QuickBooks Team

How to show on current invoice the previous unpaid invoices or outstanding balances?

Hi Pamela C, thanks for joining the Community - do you have the option for the account summary ticked to 'show on invoice' in the custom form style template? 

Pamela C1
Level 1

How to show on current invoice the previous unpaid invoices or outstanding balances?

I am not sure, how would I check?

 

Joesem M
Moderator

How to show on current invoice the previous unpaid invoices or outstanding balances?

I'm here to help you were to check the Account summary button, @Pamela C1.

 

You'll have to click the Gear icon in the upper-right corner of your screen. From there, click the Custom Form Styles and choose your Invoice Template. Let me guide you how:

 

 

  1. Click the Gear Icon.
  2. Choose the Customs Form Style.
  3. Choose the Invoice template and click Edit below the Action column.
  4. Click the Content column.
  5. Tap the pencil icon on the body of your template.
  6. Under the Table, you can locate the Account summary and box beside the Show on the invoice.

 

You can click this article for more information about modifying the sales forms in QuickBooks: Customise invoices, estimates, and sales receipts in QuickBooks Online.

 

Moreover, you can always browse these links for additional guidance on how to manage your form templates and transactions:

 

 

Drop me a comment below if you have any other questions about customizing templates or if you have any other concerns about QuickBooks. I'll be happy to help you, @Pamela C1.

Pamela C1
Level 1

How to show on current invoice the previous unpaid invoices or outstanding balances?

I have the desktop version can you send the directions for that? I have added the necessary lines and created the template, just no dollar value is pulling in from prior balances.

MariaSoledadG
QuickBooks Team

How to show on current invoice the previous unpaid invoices or outstanding balances?

Allow me to share a few information about account summaries so you'll know on what to do, Pamela C1.

 

I can see how this is beneficial for your business. For now, adding the Account Summary information isn't possible. I'd suggest sending feedback to let our product team know and to request the addition of this option. I've outlined the steps below:

  1. Go to the Help menu.
  2. Select Send Feedback online.
  3. Choose Product Suggestion.
  4. Fill in the needed details and enter a brief description of your feedback on the suggestion box.
  5. Once done, click Send Feedback.

 

In the meantime, you'll want to utilize the Customer Message field on the invoice to add an account summary details. I've added a screenshot for your visual guide:

 

 

Apart from this, you can also use the Long text option in the Footer tab to enter the account summary information. To do this, follow the steps below:

  1. In your QBDT program, select the Lists tab.
  2. Then, choose Templates.
  3. Next, find the invoice template you use and double-click to open.
  4. Once opened, click Additional Customization.
  5. Then, go to the Footer tab.
  6. From there, check the box for Long text and enter the account summary details. 
  7. Once done, select OK twice.

 

Furthermore, sending a reminder to your customer to know how much they owe would be more helpful for your business. Learn from this article for guide: Create A Statement.

 

Keep in touch if you have other concerns about account summaries or customer balances. I'll always be right here if you need further assistance. 

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