Hi. How do I reallocate payments received to the wrong client invoice in error?

Many thanks

Hello Gardendoctorsmike17, thanks for posting on this thread, so to reallocate the payment received to the wrong client in error, it is just a case of going into the invoice, clicking on 1 payment top right-hand corner and then clicking on the date, the received payment page will then open up, click on more at the bottom middle of the page and then select delete,  this will then remove the payment from that invoice and open that invoice up again to be then matched against correctly.

I facing some issues with importing multiple invoices in QuickBooks Online.

See the attachment that errors message prompt out.

Thanks for joining this thread, @Sok Kien Ng 

Please check the invoice numbers on your CSV file to make sure that they are all unique. You may also try removing the line containing the 11-231002 reference to see if the file then imports successfully. 

Get back to us below if this doesn't fix. :)

Hi

Trying to import an invoice for the first time. Keep getting an Unknown error for the *InvoiceNo I am importing...I'm only using numbers but it keeps being rejected....

Any ideas?

Thanks

Hi, guys! Could you please answer my question? Why my imported sales invoices are not marked as paid? 

This is the example of my invoice and I have always see the problem, that it is due date, or overdue. Can I somehow change to be already with paid status? Also, can I somehow avoid date format selection and make it by some default value?

Hello Radush_v, thanks for posting on this thread on the Community page, If you are importing as an invoice it will just be an open invoice, no payment will be associated with it. If you are importing sales receipts then it will show as a paid transaction. 

Could you please tell me how to import sales receipts?

We're glad that you've joined the thread, @radush_v.

Let me walk you through importing sales receipts in QuickBooks Online.

QuickBooks allows users to upload multiple sales receipts together for business efficiency. With this, sales receipts should not be more than 100.

Before you get started, please remember the following:

• You can upload sales receipts with multicurrency and multiple line items or as a total value for each invoice.
• VAT must be enabled if transactions have VAT amounts, though you don't need to change your VAT codes to QuickBooks VAT code formats.
• The sample file will not contain VAT columns if not turned on and vice versa.
• The VAT code will be the basis for VAT calculation if no VAT amount is specified. Otherwise, it will override any calculations that will be made by QuickBooks.
• Enable the Custom transaction number to keep sales receipt numbering in your file.
• CSV file should use this format when products/services need to be allocated to a Category: [category name]:[item name]
• Transactions with discounts and negative amounts cannot be imported.
• QuickBooks will utilize GBP as the home currency if not specified.

To begin with, let's open the Import sales receipts tool. Here's how:

1. Head to the Gear icon.
2. Select Import data under Tools.
3. Choose Sales receipts.

After that, proceed to Steps 2, 3, and 4 to complete the process: How to import sales receipts.

On the other hand, consider reviewing these resources for guidance on organizing and reviewing your transactions to keep our book accurate: 

• Categorise and match bank transactions in QuickBooks Online
• Reconcile an account in QuickBooks Online

Keep us posted if you have additional questions on importing sales receipts or other related concerns in QuickBooks Online. We'll be around to help.

I have added another column on my invoice template for commodity codes which is visible when I preview the layout but when I raise a new invoice the column is not there?

I know a way we can make your custom field visible for newly created invoices in QuickBooks Online (QBO), Graham.

Custom fields are used to let you add additional details about your business or any product-specific information. On the other hand, this is used to easily track and report information that is important for the transaction.

To make it visible on the next invoice you entered, let's make sure to use or apply the same template where you added this commodity code column. Here's how:

1. Go to the Sales menu and go to the Invoices tab.
2. Loate the transaction you'll need to amend to apply the specific template for this.
3. Under the Action column, hit Edit or View/Edit.
4. If you're using the old invoice layout, click the Customise option at the bottom and select the correct tempate. For new invoice layout, click on the Manage button and drill down the Design section.
5. From there, select the right template where your customised column is available.

If the field is still unavailable after following the steps above, I recommend performing browser troubleshooting steps to eliminate and address unusual behavior in QBO. To start, we can access your company file using a private window. A private window is a helpful tool for troubleshooting browser-related difficulties as it won't preserve any history. The following are the keyboard shortcuts:

• Google Chrome: press Ctrl + Shift + N
• Mozilla Firefox: press Ctrl + Shift + P
• Safari: press Command + Shift + N

After completing the task, it is recommended to clear your browser's cache or cookies to avoid similar issues in the future. Alternatively, opting for one of the browsers that are supported can also be a wise decision.

In addition, you can visit this resource to guide you in printing multiple sales forms in QuickBooks: Email or print multiple sales forms in QuickBooks Online.

If you have any queries about creating different sales transactions or anything about QuickBooks, please feel free to drop your comments below. I am always here to assist you with just a few clicks away.

Good morning Intuit

Thanks for a good article describing importing invoices from a 3rd party system. 

After some testing, we ran into some issues, I hope you can help us with a few answers: 

At the start of the article, you say: 

• You can’t add discounts, credit notes, or negative amounts in general.

Question 1: 

Let's say you would like to import an invoice with two lines, a product of 1.000,- and an advance payment of 800,-  (an invoice line with -800 as the amount) with an invoice sum of 200,- as the total amount, for example: 

   Product A                   1.000,-

   Advance payment        -800,- 

   TOTAL                           200,- 

How can we do this if the import does not support negative numbers? 

Question 2: 

Let's say you import an invoice with one line, a product of 1.000,- which works fine. 

Then, you need to make a credit note of -1.000,- to make the first one in a zero balance. 

Finally, a new invoice with the correct amount 900,- is created and imported successfully. 

How can we do this credit note of -1000 automatically using the import function when you say that "Credit notes" are not supported?  

Question 3:

A separate invoice number is generated from the 3rd party system generating the invoices to be imported to Quickbooks. For example, the 3rd party system uses "[removed]", "[removed]" ... as invoice numbers. When importing these invoices, QB overrides these invoice numbers and assigns its own numbers "1435", "1436", .... To be able to keep the original invoice numbers, we add this number to the Memo field so we can see both numbers in QB. 

But, is there a way to keep the initial invoice number from the 3rd party system after importing data? (Instead of getting a new number from QB?)

Question 4: 

Each time you do an import, you must step through the wizard to select data format, tax options, tax code mapping, etc. 
The files we receive from the 3rd party system will always have the same date format, tax options, tax codes, etc., so there is a risk of manual errors because these data need to be set each time a file is imported. 

Is there a way that these options can be "hardcoded" so that the wizard does not ask for these settings every time a file is imported? 

I'll shed some light on how importing invoices works in QuickBooks Online, @amundhaldorsen.

For Questions No. 1 and 2:

We can't import negative numbers since QuickBooks doesn't support it, but we can download the credit note separately and link it to QuickBooks through Receive Payment.

For Question No. 3:

Make sure to enable the custom invoice number from your settings, so that it will reflect on QuickBooks on what you enter in the spreadsheet.

For Question No. 4:

Since there is no option for it to be hardcoded, you still have the option to select the date format when you import the credit note.

For more information, you can check out this link: Limitations of importing data from third-party software to QuickBooks Online.

Moreover, you can visit this article for future reference about the common questions on importing data to QuickBooks Online: Common questions about importing data to QuickBooks Online.

If you have any questions or need assistance with managing imports in QuickBooks Online. Please don't hesitate to reach out. I'll be here to help you out.

Thanks for getting back Eman_E. 

I was reading somewhere that you offer an API for integration purposes. 

I guess this API also supports importing invoices as an alternative to importing files?

Does it have the same limitations due to negative numbers and credit notes? 

I'm here to provide information about the API integration process, @Amund.

To help you with your concern, I'll route you to the best support available.

We have a forum called Intuit Developer where you can get an answer from one of the experts handling integration, such as API, developments, and other related concerns.

I'd suggest posting your situation on their forum, as they are the best gurus to help you with your concerns. I'd be glad to guide you on how:

1. Proceed to this link: https://help.developer.intuit.com/s/
2. Choose QuickBooks Online.
3. Select Ask a Question.

Moreover, you'll want to check out this helpful article to help manage your invoices and other sales forms for future reference: Customise invoices, estimates, and sales receipts in QuickBooks Online.

Feel free to post anytime if you have questions or want to share your best practices using the product. The Community always has your back. Have a great day.

I find the quickbooks email template really unprofessional when sending my invoices to clients. Is there a way to download the invoice as a PDF and send to the client? Marking the invoice as sent once downloaded.

I don't want to send invoices via the quickbooks email 

Hello DPPUK, thank you for your feedback on the email templates. We will pass that on to our product development team. In regard to downloading the invoice, if you go to the print or preview on the bottom black banner of the invoice and click it> then click download. it will give you the option to download as a pdf. You can save and close the invoice with the send later ticked (tick box under the email) so it does not send anything.

Hello I am new to Quickbooks. We have a specific way that we have numbered our invoices in our business. 

NEP-ECRE8-B-240522. For tracking I will need to use this format. 

I have added all invoices to the excel csv file under the correct column but getting this error message. The Item Amount contains a non-numeric value for the following invoices. Go back to your CSV file and correct the amount before trying again.

• NEP-ECRE8-B-240321
• NEP-ECRE8-B-240523
• NEP-ECRE8-B-240523-2
• NEP-ECRE8-B-240522

Please helpo!

Allow me to step in and help you import invoices to QuickBooks Online (QBO), Joseph.

This error could occur due to an incorrect format in the CSV file or if the template doesn't adhere to specific requirements. Please keep in mind that the maximum file size allowed is 350 KB.

If the file exceeds the limit, shorten the date range and download transactions in smaller batches. To know more about how you can check the format, check out this link: Format CSV files in Excel to get bank transactions into QuickBooks.

Additionally, missing info can be caused by several factors. We can also consider the interrupted connection. When there are connection faults during the download process, some transactions won’t be downloaded successfully. When importing transactions, there are certain factors to consider. 

• Make sure the file is in a CSV (comma-separated values) format.
• Ensure to save your data as a CSV or Comma delimited.
• Check if the file has blank lines if it does delete them.
• Please make sure to select the column header labels (from the dropdowns) that match the column header labels in your CSV file.
• Your CSV file should contain the following information: Date, Description, and Amount.

Check out the additional pointers below that will guide you in reformatting your CSV file:

• 0's are not allowed anywhere in the file, e.g Rs. 0 should be left blank
• Commas for thousands are not allowed either e.g 2,111 should be 2111
• Other special characters such as #, %, and & are not allowed
• Correct any transactions with the amount showing in the description column

Please know that the standard date format is dd/mm/yyyy (01/02/20). I would also recommend shortening your description so the program can easily read your bank transactions. 

Once verified, you can re-import your transactions following the correct format. You can use these articles for more detailed steps in importing your transactions: 

• Common errors for importing bank transactions using CSV
• What to do if you can’t find downloaded transactions in QuickBooks Online

Leave a comment again if you need more help importing transactions in QBO. Thanks!

Hi. Are there any forms where the footer can be longer than 400 characters?

Let's make sure that we'll be able to bring this to our developers' attention, Gemma.

For now, you can only enter a maximum of 400 characters in the footer section. You can send a request to let our product team know how this is useful for your business. To do this, follow the steps below:

1. Go to the Gear icon, then Feedback.
2. Enter your comments or product suggestions. Then select Next to submit feedback.

This helps improve the product experience and provides direction and clarity on how to achieve the feature. 

On top of this, after you have created an invoice, learn how to record the payment to connect it to our invoice and balance your account. For more details, check out this article for reference: Record Invoice Payments in QuickBooks Online.

You can always get back to us if you need further assistance with customising sales forms. We're here to cover all your needs.

Question about automatic invoice reminders. If I have several contacts within one firm, can QuickBooks send automatic reminders to specific individuals. For example, if I do work for several lawyers within a law firm and raise different invoices for different lawyers within the firm, can QuickBooks automatically send a reminder to the person I invoiced within the firm. It would be critical for us to have it go direct, rather than to a generic info@ or to other people within the firm who have nothing to do with the invoice we are chasing. Thanks Simon 

That's a great question, Simon. I appreciate the example you gave, so I fully understand what you're looking for. Yes, QuickBooks Online (QBO) can automatically send invoice reminders to each of your customers. I'll provide more details below and guide you through the process so you can start reminding them of their dues.

In QuickBooks, you can gently notify customers (individually) of their invoice due dates. In your case, you'll want to add specific individuals as sub-customers under the top-level customer, which is the law firm itself. This way, you can send reminders directly to the lawyer you invoiced. Just make sure you indicate their email address in their profile.

When you're ready to create a template to automatically send invoice reminder, follow these steps:

1. Go to Settings and select Account and settings.
2. Select the Sales tab.
3. In the Reminders section, select Edit and turn on Automatic invoice reminders.
4. Select the dropdown for Reminder 1, and turn on the toggle switch.
5. From the dropdown fields, select days, and before or after to tell QuickBooks when to send the reminder.
6. You can create second and third reminders as needed.
7. In the Subject line field, edit the subject line as needed.
8. Select the Use email greeting checkbox to personalise your greeting. Select a greeting from the dropdown fields.
9. In the Email message field, clear the message text and craft your own. Or you can use the default message. 
10. Select Save, then Done.

QuickBooks checks your invoice due dates several times daily and automatically sends reminders if any meet your criteria. To see which customers received reminders, simply go to the All Sales tab in the Sales menu, where 'Reminded' will be indicated under the Status column.

You can read more details about what I've discussed above through this article: Send invoice reminders automatically or manually in QuickBooks.

Additionally, once your customers settle their invoices, document those payments to keep your income accounts balanced. For a comprehensive guide on the process, check out this article: Receive invoice payments in QuickBooks Online.

Whenever you need assistance with customer invoices, don’t hesitate to drop by the Community. We're always happy to help! Wishing you a safe and wonderful day!

Thank you for the reply. Unfortunately you didn’t answer the specific question I asked. I do understand QuickBooks can send automated reminders. My query was a little more complicated than that and related to sending to the specific person the email was sent to when you have multiple contacts in a supplier firm.