I want to sell and close a work order but delay sending the invoice till January 2025.

Let me help you achieve your goal of closing your work order while not sending an invoice yet to your customer, @Wadego.

One advantage of a work order is that it is classified as a non-posting transaction. This allows you to close it at any time and reopen it when you are prepared to issue an invoice to your customer. Closing the work order will not have any impact on your inventory. You may also choose to keep it in a pending status for as long as you desire.

When you're ready, you can reopen the work order and issue an invoice to the customer with your desired due date.

Here is an article to guide you with the payment terms to choose from: Set up payment terms.

I am including this reference for your consideration should you wish to implement a discount for early payment: Record an invoice payment: Record an invoice payment.

If any technical issue arises, know that our assistance is available 24/7. Our team is available to provide you with the support you need to ensure a smooth and seamless product experience.

Ethel_A,

Thank you for your response.

I am looking for a solution that will allow me to sell the work order. (To remove parts from inventory)

I don't want to Invoice the customer until the first of the year. We offer a delayed billing to our marine customers that store their boats with us for the winter.

When we sell the work order now, the invoice amount becomes due in the customers account in QuickBooks desktop.

Is there a way to postpone the invoice from being due until January 1, 2025?

Thanks,

Wadego

We appreciate you getting back here in the thread, @Wadego. We'll supply more details about how work order functions inside QuickBooks Desktop (QBDT) and provide a workaround to help you postpone an invoice from being due on your preferred date.

When you sell a work order inside the program, it will still show as due and appear in the customer's account. More importantly, selling the work order will affect the accounts receivable of your company file.

To get around this, you can enter a Statement charge to prevent the system from requiring you to send invoices. However, please be aware that it'll still affect the A/R account. If you wish to continue with this method, we'll outline the steps to get you going:

1. Access your QuickBooks Desktop company.
2. Click the Customers menu, then select Enter Statement Charges.
3. From the Customer:Job ▼ dropdown, select the name of your customer or job.
4. You can change the date of the statement charge if you need to.
5. In the Item field, enter the item you use to track this kind of charge. A reminder, you can change the description or amount of an item if you need to.
6. Enter the quantity in the Qty field.
7. Select Record.

For further guidelines, please see this page: Enter statement charges in QuickBooks.

Additionally, here are some articles to help you manage invoice payments, and create personalized sales forms inside the program:

• Record an invoice payment
• Use and customize form templates

Our team can lend a helping hand if you require further assistance handling customer transactions or need clarifications with this. You can also visit us if you have other questions about data inside QuickBooks. Stay safe.

Kurt_M,

I will investigate this option.

Thank you for your help.

Wadego

Thank you for the response.

The thing I am missing in the explanation is that if I sell the work order #999 and charge it to the customers account, it now shows that the invoice is due as of the date posted.

Can I change the date of the sale to 1/1/2025 so that his account still shows "no balance due" until 1/1/2025?

I am not quite understanding how the statement charge delays the posted invoice from being due.

I'm trying to figure this out as our accountant no longer has a QuickBooks consultant in his practice so he has not been able to help us.

Thanks for your patience.

Wadego

Thanks for checking back with us, @Wadego. 

As my colleague mentioned, a statement charge allows you to add a line item directly to a customer’s account register. It affects a customer’s balance but it doesn’t require you to send them an invoice. With that in mind, I wanted to clarify if you created an invoice along with the statement charge? If so, you do have the option to change the invoice date. You can follow the steps I'm including below to do this: 

1. Open the invoice. 
2. In the upper right corner, click on Due Date. 
3. Change the date as you wish. 
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If you feel you need additional help, you can always contact our Customer Care Team. This way, one of our agents can screen-share to see your books securely and investigate this matter further.  

I'm always a reply away if you have any questions or concerns about this process. Take care! 

Tori B,

Thank you for the help.

I did not create an invoice when I tried putting on the statement charge.

I feel I may not have provided the right information to help you all understand the main problem I am trying to work around.

This marine business uses QB POS v10 & QB Desktop v19. (the owners never upgraded)

When I sell the Work order in POS it takes the parts out of inventory. What the owner has done in the past is not sell the work order until the new year as part of his agreement with storage customers to not bill them for fall winterizations and storage until the New Year.

I am in the process of doing a parts inventory because we are transitioning to a new POS on 1/1/2025.

On my own, the only solution I have come up with is to sell the work order with a "bill adjustment" of a negative amount equal to the total of the Work Order Total to put a $0.00 charge on the customers account but still remove the parts from inventory.

My thought is that when we go live with our new system in January, we will enter charges into the accounts of our storage customers that equal the amount of our bill that we zeroed out.

Your thoughts?

Wadego