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Community Explorer **

Dummy Invoices in Quickbooks

I need to  create “dummy” invoices for the open customer invoices from an old QB file into a new QB file? I want to use the invoice numbers from the legacy books as well, if possible. The reason I want to do this verses entering in an opening balance is that I can run accurate open balance reports by invoice number for reporting purposes 

6 Comments
QuickBooks Team

Re: Dummy Invoices in Quickbooks

Hello, @nk1081.

 

Welcome to the Community. I'm happy to guide you through entering your invoices into your new file. Because QuickBooks allows you to enter dates prior to the current one, you can simply enter in invoices and adjust the dates accordingly. 

 

As for the invoice numbers, all you have to do is enter the invoice number you want to start from, and the system will continue you numerically from the number previously used. 

 

I hope this information helps with entering prior transactions. If this doesn't work for your business, be sure to comment back and I'll guide you further. Should you have any questions, I'll be here in the Community.

Established Community Backer ***

Re: Dummy Invoices in Quickbooks

Well, maybe

 

QBO will not allow you to make or date any historical entry that is before the date you started the QBO account

 

As far as the invoice numbers go, yes you can enter the number you want, ONLY after you turn on custom invoice numbers in company settings

 

There is no such thing as a non posting (dummy) invoice in QB that would also reflect in the financial reporting. If you create an old invoice, that creates income and you will have to receive payment which will affect bank balances.

 

So the upshot of it all is that you can make historical invoices but the date will be the date you started the QBO account at the earliest.  And those invoices will affect starting balances.

QuickBooks Team

Re: Dummy Invoices in Quickbooks

Hey again.

 

I just wanted to add on to what @Rustler mentioned in his post. He's correct in stating that all invoices are posting, so this will have an impact on your bank account. The invoices will also need to have a payment transaction associated with them to be closed out.

 

However, I'd like to clarify: In both QuickBooks Online and QuickBooks Desktop, you can enter transactions before the creation date of the account/file. I hope this helps to clear any confusion. As always, be sure to let me know if you have any questions about this or anything else QuickBooks.

Established Community Backer ***

Re: Dummy Invoices in Quickbooks

@ClayJ

 

could be true for service items, but NOT for inventory items, see the attachment

 

I can't check service items, <smile> this is a test file and I set a closing password I can not remember - <sigh>

Community Explorer **

Re: Dummy Invoices in Quickbooks

Thanks for your input.  I’m actually using Quickbooks desktop version.  I was able to choose the invoice dates and invoice numbers for these transactions 

Content Leader

Re: Dummy Invoices in Quickbooks

Hey @nk1081,

 

Glad you were able to figure it out in Desktop. To add onto what @Rustler, just in case others are using QBO and want to do something similar, you cannot create old transactions using inventory items if the transaction is dated before the initial "as of date" for said inventory item. This ensures the accuracy of your quantity-on-hand and asset account totals.