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Level 2

Report to show CUSTOMER paid invoices for the particular month by sales rep.

Desktop Pro 2017, I need to know how to create a report that will show me:

  • Only the paid customer invoices for "paid in set month" (invoices could be in previous months or current).
  • By Sales Rep.

The Sales by Rep Detail, with the customized adjustment of paid status of "closed" WAS great EXCEPT now that I am into additional months I've discovered an issue.  I know for a fact a customer paid this month for an invoice done last month...however that is not showing up!

We basically need this report to help figure out the "bonus" our salespeople are to receive each month.  Which is figured by what invoices those sales people had paid...  If we haven't been paid how can we give that bonus to the salesperson!?  So last month being our first run I used the Sales By Rep Detail paid status closed and it worked great.  I figured I would just check to see how things are going this month just to test the report.  I noticed that the only ones showing up are the ones that were invoiced this month and paid during this current month set.  It is not showing last months invoice that was paid this month and there is a few. 

HELP

Solved
Best answer December 10, 2018

Best Answers
Highlighted
Level 2

Report to show CUSTOMER paid invoices for the particular month by sales rep.

I actually had to reach out to the tech support line.  I was in the cash based...I tried playing with that and no luck.  However took me and them a while to get it figured out but it seems the needs to be multiple filters added to make it happen.  Some of those I still don't understand why were needed but once combined it worked.

View solution in original post

25 Comments 25
Highlighted
Level 15

Report to show CUSTOMER paid invoices for the particular month by sales rep.

try changing the report basis to cash based

that should show only paid invoices

Highlighted
Level 2

Report to show CUSTOMER paid invoices for the particular month by sales rep.

I actually had to reach out to the tech support line.  I was in the cash based...I tried playing with that and no luck.  However took me and them a while to get it figured out but it seems the needs to be multiple filters added to make it happen.  Some of those I still don't understand why were needed but once combined it worked.

View solution in original post

Highlighted
Level 2

Report to show CUSTOMER paid invoices for the particular month by sales rep.

Thank you Rustler though for trying to help!  :)
Highlighted
Level 1

Report to show CUSTOMER paid invoices for the particular month by sales rep.

Would you be able to post the settings that you have? I have the exact same problem and have been trying for many hours to get it to work. Thanks in advance for your help!
Highlighted
Level 2

Report to show CUSTOMER paid invoices for the particular month by sales rep.

Hi! I have the exact same thing happening and would like to know the right combination of settings too, thanks!
Highlighted
Level 1

Report to show CUSTOMER paid invoices for the particular month by sales rep.

I could sure use this info too.  It would be a lot of help to know how to show a report for every invoice/sales payment received in a month no matter when the invoice was originally created.
Highlighted
Level 15

Report to show CUSTOMER paid invoices for the particular month by sales rep.

Run your Sales Report on Cash Basis = the dates of the report will include only things Paid in that same date range, no matter what dates are on invoices. Top left of the reporting = Cash Basis is all you need.
Highlighted
Level 1

Report to show CUSTOMER paid invoices for the particular month by sales rep.

I just realized this topic is for the desktop version - No wonder I can't make the report work. I'm using the online version. However, I can't find a topic on this same issue for the online version, and I don't have any option to change the report to cash basis.
Highlighted
Level 15

Report to show CUSTOMER paid invoices for the particular month by sales rep.

"I want all pmts made in a given month, by rep, regardless of month of original invoice."

= Cash Basis, top left.

"  "sales by rep" doesn't seem to have a filter that allows previous months invoices."

But you just stated you didn't want "Previous Month"s invoices" because you want Paid in a given month = the date of the invoice is meaningless in this request.

"I have tried running that report on a cash basis and it neglects previous months invoices."

No, it doesn't. It is Payments; the date you set on that report is Payment Dates. If you want last month, set the date to Last Month. That = Payment Dates. That's what you just asked.


Highlighted
Level 15

Report to show CUSTOMER paid invoices for the particular month by sales rep.

I have attached sample images that should be helpful for you to understand the difference between cash and accrual invoice payment reporting.

And read this article: Differentiate Cash and Accrual basis - QuickBooks Learn & Support


Highlighted
Level 2

Report to show CUSTOMER paid invoices for the particular month by sales rep.

I am familiar with cash vs accrual basis accounting. The sales by rep report on a cash basis does NOT show what you describe. Case in point, I have multiple examples of invoices issued on the last day of the month (30th) and paid 5 days later. When I try to run a cash basis report of sales receipts by rep, it is run for the month the pmt was made, only.
Highlighted
Level 15

Report to show CUSTOMER paid invoices for the particular month by sales rep.

"When I try to run a cash basis report of sales receipts by rep, it is run for the month the pmt was made, only."


Yes, you have to explain which perspective do you want?

If you want Sales last month, even thought they are paid this month, that is Accrual Basis = for the date On The Invoice.

But you also will filter on Paid Status = Closed.

I will copy what keeps getting Down Votes, because it is right here:

Accrual Basis setting = the dates of the invoices for the date you put on the report, even if Never paid.

Cash Basis = the dates of the Payments for the invoices, not for the date of the invoices, and only if paid.

Accrual Basis, filter on Paid Status = Closed. This gives you "Sales for this specific date/Date range (date Of Invoices) but only those Paid, no matter what is the payment date."

Highlighted
Level 15

Report to show CUSTOMER paid invoices for the particular month by sales rep.

Accrual Basis setting = the dates of the invoices for the date you put on the report, even if Never paid.

Cash Basis = the dates of the Payments for the invoices, not for the date of the invoices, and only if paid.

Accrual Basis, filter on Paid Status = Closed. This gives you "Sales for this specific date/Date range (date Of Invoices) but only those Paid, no matter what is the payment date."

Highlighted
Level 2

Report to show CUSTOMER paid invoices for the particular month by sales rep.

Thanks qbteachmt. I want all pmts made in a given month, by rep, regardless of month of original invoice.  "sales by rep" doesn't seem to have a filter that allows previous months invoices.  I have tried running that report on a cash basis and it neglects previous months invoices.
Highlighted
Level 1

Report to show CUSTOMER paid invoices for the particular month by sales rep.

 

#1

I create a November 15th invoice for 1000.00 and it is taxed. Tax is 80.00

The invoice is paid on December 10.

#2

I create a January 15th (of the next year) invoice ( a progress billing) for 2000.00 and it is taxed. Tax is 160.00

The invoice is paid on December 28th.

The only report that I can find that shows both of these payments and the net sale amount is

From financialtoolbox.com:

 

"From the menu bar, go to Reports > Banking > Check Detail
- Click on Modify Report button in upper left
- Click on the Filters tab
- Click down arrow next to Account box, choose All Accounts
- Click on Amount, change to All
- Click on Transaction Type, choose Payment
- Click on Detail Level, choose All except summary

This is not a perfect report. It will show the deposit that the payment is in (linked to). You can always export to excel and delete the deposit information. "

 

This report is a blessing! It shows every payment received and the details of the invoice it was applied to. Once exported to Excel, it is easily "cleaned up".  QuickBooks engineers really need to address this. This report is great for a small company, but for any company with a magnitude of small payments, this is still cumbersome.

 

Highlighted
Level 15

Report to show CUSTOMER paid invoices for the particular month by sales rep.

This is an Error: "

#2

I create a January 15th (of the next year) invoice ( a progress billing) for 2000.00 and it is taxed. Tax is 160.00

The invoice is paid on December 28th."

 

You cannot Pay something in Dec that isn't there until Jan. You seem to be overlooking proper handling of a Prepayment. In Dec, you got a Prepayment. In Jan, you use your Prepayment Item, from the Dec Sales Receipt, on a Credit Memo dated on or after the date of the Jan Invoice, so that you can show the customer their prepayment from Dec is now applied to the Jan invoice.

 

If you only use Receive Payment in Dec, you created Negative AR. This is backwards accounting and obscures your total AR, as well.

 

An Accrual Basis entity treats Prepayments as Liability (not negative AR, which = backwards asset). A Cash Basis entity links their other charge type item for Prepayment to Income, because you are supposed to report that as Income; you received Funds and that is income. Later, when you use it on a credit memo to apply to the actual sale, that reverses the prepayment income by showing it now applies to an actual sale, so that is a wash for the date you put on the credit memo (the CM is dated the same or Later than the invoice you applied it to).

 

You need to work with your CPA to learn how prepayments must be handled to meet your specific accounting and sales tax requirements.

Highlighted
Level 1

Report to show CUSTOMER paid invoices for the particular month by sales rep.

not necessarily true.  it will only be accurate if you change the invoice date to match the payment date.  For example, say you have 100 april invoices which total $1000, say each invoice is for $10.

They are all dated April 1.  Let's say 20 customers pay in March 31 because they know what their April invoice amount will be.  If you leave the date of the invoice set to April 1, you will NEVER see the $200 received in March on your March p and l, even on a cash basis.  If you want a true cash basis p and l, one of the things you'll need to do is to change the invoice date to the paid date when the customer pays earlier than the invoice date.  As mentioned, there are filters in customized reports that will get you to where you want to be, but not via the standard p and l.  QB is limited in its capabilities of producing a cash basis p and l. For example, you use a credit card for an expense, it shows up on your cash basis p and l. But you won't pay the credit card until the following month. Bottom line, don't rely on the p and l to tell you what you think it is telling you.

Highlighted
Level 2

Report to show CUSTOMER paid invoices for the particular month by sales rep.

Would you be able to send a list of filters that you used to make the report work?

 

I am looking for invoices paid report by sales rep for a particular month using QB Enterprise edition.

I am able to run the Rep sales by paid invoices report but it includes all invoices for the selected period even if they are paid in next month. What I want is invoice date current months and previous months that are paid during the current month.

 

Any help would be much appreciated.

Highlighted
QuickBooks Team

Report to show CUSTOMER paid invoices for the particular month by sales rep.

Hello there, @anujparikh21.

 

I've got some steps that you can try to pull up a report that contains your desired invoice information in QuickBooks Desktop.

 

You can customize the Transaction Detail report to show the list of the sales rep and their paid invoices on the current month. 

 

Please take these steps to accomplish this:

  1. Go to Reports at the top menu bar.
  2. Under Custom Reports, choose Transaction Detail.
  3. Under Display, add the Paid column and remove the unnecessary column.
  4. Click on the Filters tab.
  5. In the Search Filters field type Transaction Type.
  6. Click the Transaction Type drop-down and select Multiple Transaction Types.
  7. In the Select Transaction Types window, click Invoice and Payment.
  8. Click OK twice.
  9. In the Total By drop-down, select Rep.
  10. Update the date to the current month.

I've attached some screenshots below to guide you in this process:

dt1.PNG dt2.PNG dt3.PNG

For your reference, you can visit these resources for more customization techniques on the different reports that you can pull up in QuickBooks Desktop: 

Know that you can always visit me here if you have any other questions. I'll around to address them for you. Take care!

Highlighted
Level 2

Report to show CUSTOMER paid invoices for the particular month by sales rep.

Hello Betty Jane,
Thank you for your prompt response.I followed your instructions however the report produces those invoices also that are paid in next month.So currently I trying to run a report for the invoices (inluding the previous months) that are paid in the month of Jan 2020. I am trying to calculate commission for the sales rep based on the invoices that the amount they have already collected from customers.
So their commission calculation shall be based upon the month in which they collected and the aging of the invoice that they collected.
So following your suggestion I am also getting those invoices that are paid in the month of February whose invoice date falls in January.What I want in my report are those invoices that falls in January or before and only those that are paid in January together with the rep name and the aging of the invoices till they are paid.
I hope you understand what I mean. I can also share you my screen if we can bring a solution as i need to pay commission to my Reps soon for the first quarter.

Highlighted
Level 2

Report to show CUSTOMER paid invoices for the particular month by sales rep.

Hello Betty Jane,
Thank you for your prompt response.I followed your instructions however the report also produces those invoices dated in the date range that are paid in next month.So currently I trying to run a report for the invoices (including the previous months) that are paid in the month of Jan 2020. I am trying to calculate commission for the sales rep based on the invoices that the amount they have already collected from customers.
So their commission calculation shall be based upon the month in which they collected and the aging of the invoice that they collected.
So following your suggestion I am also getting those invoices that are paid in the month of February whose invoice date falls in January.

What I want in my report are just those invoices that falls in January or before and only those that are paid in January together with the rep name and the aging of the invoices till they are paid.
I hope you understand what I mean. I can also share you my screen if we can bring a solution as i need to pay commission to my Reps soon for the first quarter.

Highlighted
QuickBooks Team

Report to show CUSTOMER paid invoices for the particular month by sales rep.

I appreciate the complete details that you gave, @anujparikh21.

 

At this time, being able to pull up a sales rep report that contains details of the invoices made from that previous quarter and are paid in January isn't available. The system generates the details as to when the transaction is created.

 

To get your work done, you may run the Sales by Rep Detail report and do the same customization presented above. Know that the date that you'll need select will vary as to when the invoices are made. After that, you can export the report to Excel and customize them according to the details that you need. Then start calculating the commission from there.

 

Here's a guide that you can check out for more information about exporting reports: Export reports as Excel workbooks in QuickBooks Desktop.

 

I understand the convenience of having the option to pull up the report that you need for you and your business. Please know that our developers are continuously seeking and considering new functions to be added to the program. This is to ensure that we can provide you the best customer experience.

 

I encourage you to visit our Firm of the Future site regularly, to be updated our news and product road-maps. 

 

Let me know if there's anything else that you need. I'll be right here to help. Have a good one!

Highlighted
Level 1

Report to show CUSTOMER paid invoices for the particular month by sales rep.

I have the exact same problem!  There is an option field called "paid date".  But this field is always blank.  Can this field link to the proper field (receive payment date).  Then the report could be download to excel and filtered by "paid date".  Can this be done, Mr. developer Intuit?

Highlighted
Level 1

Report to show CUSTOMER paid invoices for the particular month by sales rep.

@ar2 Can you please show the filter screen which the technician did for you?  Thank you!

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