Question

Batch Invoicing

Forum|Forum|4 years ago
July 21, 2021
1 reply
2 views

Our Rotary Cub uses Quickbooks Pro Desktopo. On July 1st we created 59 batch invoices for culb quarterly dues and printed the invoices. For some reason only 17 of those invoices actually posted to the individual member account. On the Sales by Item Detail report, the invoice #s start with #s 10993 through 11000, then a gap and picks up with #s 11007 through 11014, then another gap and one last invoice # 11050. What happended to the other invoices?

QuickBooks Desktop

MaryLandT

Level 10

I'm here to help correct the number on your invoices, CJRC

The program will automatically follow the numbering once you've created an invoice. Normally, by default, the very first invoice you create in QuickBooks will have the number 1 associated with it.

From there, QuickBooks adds +1 to the number to get the next invoice number. For many businesses, that game plan works like a charm.

However, to start your own sequence, you'll have to create the invoice as normal. Let say, 1000, then before you save it, go to the invoice number box and erase what is there and enter what you want it to be. Once you save it, the next invoice number will be 1001.

For your batch invoices that you've created, you need to manually edit those numbers. Then, enter normal invoice to reflect the sequence.

Learn the different ways you can track customer transactions through this link: Get started with customer transaction workflows in QuickBooks Desktop.

Let me know if you have other follow-up questions with invoices number. You’re always welcome to share them with me. Have a good one and keep safe.

C

CJRCAuthor

Thanks, Mary. Can you tell me why the invoices that were printed and mailed to the club members didn't post to their account. Do you have any idea what happened?

I've received payment from some members and their check stub references their invoice # but there isn't an open invoice showing on their account. I can't find that invoice # on any of Quickbooks reports.

I guess I can bring those members up and create an invoice for them again using the number referenced on their check stub before I post their payment.

MichelleBh

Level 8

Thanks for the update and quick response, @CJRC.

I have here a few explanations of the invoices that didn't post to your customer accounts. As such, you'll be guided accordingly.

All invoices in QuickBooks Desktop will post to their appropriate accounts as long as the information selected is correct. Once confirmed and the issue persists, I'd recommend doing the workaround provided by MaryLandT above about your batch invoices. In this manner, you can see and review your customer invoices without a moment's delay.

Here's how:

Go to the Customers menu, then choose Customer Center.
Click the specific customer who included the bulk invoices one at a time, then pick the transaction.
Manually edit the Invoice # field, then choose Save and close.

After that, you'll want to look at their accounts and the Sales by Item Detail report. That way, we can assess whether the results are already well.

Additionally, I agree with your suggestion about re-creating an invoice using the number referenced on their check stub. Then after that, you can now post the payments.

Furthermore, you can also run any customer reports to track all the data you've entered into the system. Then customize it to show precise details.

Lastly, check out these articles about handling your customer invoices, templates, payments, and other related topics.

Leave a comment below if you have a follow-up question with your invoices. I'm happy to assist you. Take care.

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