Question

Customer PO number

Forum|Forum|4 years ago
September 30, 2021
1 reply
10 views

We are a service company and we get a lot of repeat orders from customers. So we use the "duplicate invoice" feature frequently. I am looking for a way to duplicate an invoice, but with a blank Customer PO field on the copied invoice.

For example - on 8/1/2021 - Customer X orders our coating #1 on 100 parts - our invoice number is 500 - their PO number is 1234. When we receive that same order on 9/1/2021 - we copy invoice number 500. The duplicated invoice is now for Customer X to have coating #1 on 100 parts (same order) - our invoice number is 700 (new invoice) - but I want the Customer PO number to be empty - not to have copied 1234 from the old invoice.

We work with many large companies that track everything by their PO number. If I send them packing lists or invoices for two different orders using the same PO number, sorting out that mess takes a lot of time and effort, delaying when my company gets paid. I chatted about this yesterday with a QB rep and was told there is nothing that can be done, we just have to remember.... Seems like this should be an easy fix, thought. Thanks for your help.

QuickBooks Desktop

C

Catherine_B

Level 9

Welcome to the Community, Sue_Carbinite.

I can share more info on how you can duplicate your invoices.

If all information and the repeat dates on the invoice are the same, you can use the Recurring Transaction feature. QuickBooks memorizes the invoice for you so you get a reminder every time it's due. QuickBooks can automatically enter your memorized transactions to save time. If you want to change info on the memorized transaction, you can manually edit it after the system creates it.

Let me show you how:

Open the invoice to duplicate.
From the menu, click Memorize.
Enter a Name. Then, select how you want QuickBooks to handle it.
- Add to my Reminders List - The transaction will be added to the Memorized Transactions section of your reminders list. When you choose this option, fill in the How Often field.
- Do Not Remind Me - The transaction won’t be added to your reminders list or added automatically. You can use this as a template for transactions that repeat from time to time.
- Automate Transaction Entry -The transaction will be entered when it's due. When you choose this option, remember to fill in the How Often and Next Date fields.
Click OK.

For more details on managing repeated transactions in QuickBooks Desktop, you can click here.

However, if duplicating transactions happens to every invoice you create and recurs only once, you can manually enter all the info on a new invoice.

Feel free to use these articles to help you handle your sales:

Please let me know if there's anything else I can do for you. I'll be standing by for your response. Have a great day.

S

Sue_CarbiniteAuthor

Thanks, Catherine. But this is not a recurring order per se. My example was just an example. I have no idea when a duplicate order may come, there is not a regular schedule. A customer may send four orders before a duplicate arrives. Memorized transactions will not help, and that is not what I was asking. I want to know how to make it so that the Customer PO number does not transfer to a duplicated invoice - I want that field to be blank on the new invoice. I don't want to manually override an old PO number, that is how mistakes are made. Thank you.

AlcaeusF

Level 14

Hi @Sue_Carbinite,

I appreciate you for getting back to us here in the Community. Allow me to step in and provide some clarification about QuickBooks Desktop's capability.

When you copy an invoice, the system mirrors out the information to a new transaction. Currently, the option to leave the PO number field blank is unavailable.

Though, it would be beneficial to have the ability to exclude specific fields when using the Copy feature. While we assess this, I suggest sending feedback directly to our product engineers.

They might consider bringing this over in future updates. Here's how:

Open QuickBooks Desktop.
Click the Help tab at the top menu bar.
Hover your cursor to Send Feedback Online.
Select Product Suggestion or Help System Suggestion.

I've also attached an article you can use to duplicate an invoice template, as well as how to import your own copy into QuickBooks: Use and customize form templates.

Fill me in if you need a helping hand about entering sales transactions in QuickBooks. I'm always here to help. Take care always.

Sign up

Login with SSO

Let's get you signed in

Login with SSO