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the_tile_setters
Level 4

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

I'm using Desktop Premier 2019

Solved
Best answer February 24, 2019

Best Answers
qbteachmt
Level 15

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

It matters if the Change Order expand scope or remove scope.

 

Example:

In my image for the sample file, you see:

Customer <== parent level name

Job <== second tier

Change Order <== third tier, which means you are tracking it by itself. Then, the CO is either "billable" time & costs, Estimate based, Fixed Rate addition, etc. It stands alone as something to manage.

 

If you don't care about that tracking, you can put the items subject to Directly Billable outside Original Scope, on their own invoice for your existing Job Name as it exists already. When you Invoice, you get that pop up to Select from the Estimate. Hit Escape or cancel, to see the blank invoice where you now get to use Add Time & Costs. That doesn't affect Progress at all. It isn't even linked to the Estimate.

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18 Comments
qbteachmt
Level 15

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

It matters if the Change Order expand scope or remove scope.

 

Example:

In my image for the sample file, you see:

Customer <== parent level name

Job <== second tier

Change Order <== third tier, which means you are tracking it by itself. Then, the CO is either "billable" time & costs, Estimate based, Fixed Rate addition, etc. It stands alone as something to manage.

 

If you don't care about that tracking, you can put the items subject to Directly Billable outside Original Scope, on their own invoice for your existing Job Name as it exists already. When you Invoice, you get that pop up to Select from the Estimate. Hit Escape or cancel, to see the blank invoice where you now get to use Add Time & Costs. That doesn't affect Progress at all. It isn't even linked to the Estimate.

View solution in original post

the_tile_setters
Level 4

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

Thank you for your help.  Sorry, sometimes I just have a mental block....

In your sample image, the third tier that says "Change order #1", How did you create that? Did you just highlight the 2nd tier and then choose "add job" to the 2nd tier and then name it "Change Order #1" ??

GarlynGay
Moderator

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

Hello the_tile_setters,

 

Thanks for coming back. 

 

The "Change Order #1" in the screenshot from qbteach is a customer job. Yes, you're correct. To create that, you'll add a new job. 

  1. From the Customers & Jobs window, click on the customer name.
  2. Click on New Customer & Job and choose Add Job.
  3. Enter the information.
  4. Click on OK.

Let us know if you have any questions. We'll be right here to help. 

cmcclung
Level 2

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

What if its  a negative change order? Decreasing the amount of the estimate on an item that you've already done a progress billing for?

cmcclung
Level 2

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

What if it is a negative change order and decreasing the amount of the item that has already been progress billed? 

AlexV
QuickBooks Team

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

Thanks for joining this thread, cmcclung.

 

There's a better way to create a change order in QuickBooks Desktop. If you want to decrease the amount of the estimate, we can open it and modify the amount. Once you save it, QuickBooks will automatically create a change order. You can follow these steps:

  1. Open and change the estimate.
  2. Save the changes you have made.
  3. You will see the Add Change order window.
  4. Click Add to add the displayed text on the estimate. You can edit the text as well.
  5. Click on Don’t Add in case you don’t want to update.change order.PNG

If you want to keep a copy of the original estimate, you'll want to create a duplicate. Simply open the estimate and click on Create a copy. You can make a note in the Memo field that it's a duplicate to avoid confusion. Then, perform the steps above with the original estimate.

 

I've added this article in case you need help with the Accounts Receivable workflows in QuickBooks Desktop.

 

I'll be here if you need anything else. Have a great day!

myingling13
Level 2

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

What if the Change Order box does not show up? Is this in the preference to turn on? 

JasroV
QuickBooks Team

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

Thanks for the clarification, @myingling13.

 

And no, there's no preference to turn on the Change Order box window. It'll automatically pop up when there are changes made in the estimate. This way, QuickBooks accurately records transactions entered in your QuickBooks Desktop (QBDT) software.

 

I've attached an image below for reference. 2.PNG

Furthermore, here's an article you read that provides basic information in creating an estimate in QBDT: Create an estimate.

 

Then, when you're ready to covert the estimate to invoice. Simply click Create Invoice from the top menu in the Estimate window. 2.PNG

Additionally, I got you this great resource that you can use for reference: Use and customize form templates. This link provides detailed information on how you can personalize your invoice template.

 

Know that you're always welcome to post here anytime you need help. I'm just only a post away from you. Take care and have a great day!

Heather42
Level 1

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

What about change order for estimates that were already converted to invoices. Is there a way to create change order then?

ReymondO
QuickBooks Team

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

Yes, you can still create a change to the estimate in QuickBooks Desktop, @Heather42.
 

However, if add a change order, the system will automatically prompt you and the text will be added in the bottom of the estimate.

Also, the changes that you've made to the estimate will not reflect to the invoice that you've created before.

Although, the added change order to the estimate will reflect once you create another invoice using it. 

 

In addition, you can run the Transaction List by Customer report to check all of the transactions that you've created in QuickBooks. Just go to Reports and select Customers & Receivables. Then, click Transaction List by Customer.
 

If you have any other questions please let me know. I'm always glad to help any way I can.

chand
Level 1

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

I have deskto pro 2019 how to ad change order in estimate 

AlexV
QuickBooks Team

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

Good day, chand.

 

I've shared the steps above on how we can add a change order to the estimate. Let me list it down here the steps you can follow:

  1. Open and change the estimate.
  2. Save the changes you have made.
  3. You will see the Add Change order window.
  4. Click Add to add the displayed text on the estimate. You can edit the text as well.
  5. Click on Don’t Add in case you don’t want to update.

change order.PNG

Let me know if you need anything else. Have a great day!

VIPCFLO
Level 1

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

How do you get it to print on the Estimate?  It doesn't show up!  Is there a setting that needs to be changed?

Steve_C
QuickBooks Team

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

Hi VIPCFLO. To print the change order on the estimates, just follow the steps above that my colleague AlexV mentioned. After performing the steps to add the change order to the estimates, simply open the invoice again and print it like normal. Let me know if you need anything else, I'll be happy to help. 

VIPCFLO
Level 1

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

The change order box never shows up!  This is my issue.  On QB 2017 it always did.  This 2019 version it does not.

ReymondO
QuickBooks Team

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

Thanks for getting back to this thread, @VIPCFLO.

 

As have mentioned by my colleague above, the change order box will only show once create changes to an estimate that you've already created. 

 

If you've already performed this action and still unable to see the prompt to create a change order, it would be best to perform some basic troubleshooting steps. 

 

There might be data damage in your company file that's causing this issue. To fix this, let's update QuickBooks Desktop (QBDT) to its latest release.

 

Here's how:

 

  1. Go to the Help menu and select Update QuickBooks Desktop.
  2. Go to the Update Now tab. Tip: You can select the Reset Update checkbox to clear all previous update downloads.
  3. Select Get Updates to start the download.
  4. When the download finishes, restart QuickBooks.
  5. When prompted, accept the option to install the new release.

 

If you're still unable to see the change order prompt, we can proceed to run the Verify/Rebuild Data Utility tool in QBDT. Verify Data self-identifies the most commonly known data issues within a company file while Rebuild Data self-resolves most data integrity issues that the Verify Data finds.

 

Once the issue is fixed, you can proceed to printing your estimate. Just open the estimate that you've changed and select the Print button, then click Print.

 

Also, you can run the Estimates by Customer report in QuickBooks. This will show the outstanding estimates your company has for each customer. Just go to the Reports menu and select Report Center. Search for the Estimates by Customer report and double-click it to open.

 

You can always share your concerns with us, as we're here to get your QuickBooks matters sorted out.

Wave2
Level 1

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

Greetings,

While this solves the way to make a change order, what if payments have already been applied to a progressive bill? Meaning, a client has already paid for a portion of the item you now wish to delete from the estimate. 

 

I have added the change order and QuickBooks has calculated the total of the estimate due to reflect those changes however it does not reflect the payments already made on the item from the first invoice and now I want to create a final invoice from that estimate.  

 

I need QB to recalculate the final invoice reflecting the payments already made.

 

For example:

- Client was billed a deposit of all items 50% of the original invoice.

- The client no longer wishes to purchase one item from the original est. 

- We edit the item on the original est. (have tried just deleting the cost and have tried deleting the item itself)

- The original est. now reflects the correct total due to the change order listed.

- We go to create the final invoice from the est. and now it shows the client owes the amount due of the percentage we billed (50%) for that one item on the first invoice (in other words it's not seeing the payment for just that item?).

Why is QB not applying the full payment made by the client? Its almost as if I would have to tell QB to subtract the amount they already paid plus the cost of the item to get it to calculate the final invoice correctly from the est.

 

So please advise if I'm missing a step or if we would need to make changes a different way to have it calculate it, itself. 

Thanks

MaryLurleenM
Moderator

How do I create a change order for a job that has an estimate and 2 progress invoices so far?

Hello there, Wave2,

 

You can delete the first invoice, then recreate it to receive the payment. This way, it will reflect on the estimate and deduct the amount from the total when you create the final invoice.

 

Here's how:

  1. Click Customers on the menu.
  2. Select Customer Center.
  3. Locate the invoice.
  4. Click to open, then select Delete.

When you recreate the invoice, you can apply the payment made.

 

Then, proceed with creating the final invoice once the payment is reflected from the first invoice.

 

Let me know if you have other questions. 

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