How to add columns to partial invoice Screen "Choose items and quantities for invoice"

Welcome to the Community space, Matt,

I am here to share some details about adding columns in the partial invoice screen in QuickBooks Desktop (QBDT).

In QBDT, adding columns in the partial invoice screen is unavailable. If you want to add additional columns to your sales order before making it an invoice, consider editing the sales order itself and use the Customize Data layout.

Here's how:

1. Open your sales order and click Customize Data layout.
2. After clicking, a new window will pop up. Choose Columns to edit.
3. Add a column by replacing Other with your preferred column title.
4. Click OK, once done.

Now, you can create an invoice out of your sales order with the added columns.

Moreover, I'm adding this helpful article as your reference in sending invoices in QBDT: Send online invoices in QuickBooks Desktop.

Come back to this post if you have other concerns about customizing your sales order and invoices in QBDT. I'll be here to lend a hand. Have a good one!

1/2: What effects what flows from the sales order to the partial invoice screen? Or are the columns locked as "Item" "date" "SO#" "On hand" "Ordered" "Prev. Invoiced" "To Invoice"?

The lack of line item numbers makes it cumbersome to partially invoice large orders.

2/2: Maybe you can help me understand why SO# is even included. Is there a situation where it'd be possible to be utilizing the partial invoice function and be pulling data from multiple SOs? 

Thank you for always getting back to the Community, Matt. It's my pleasure to provide you with the clarifications you need about the Sales Order to partial invoice flow in QuickBooks Desktop.

In QuickBooks Desktop, when creating a partial invoice from a Sales Order, the columns that appear are predetermined and cannot be customized. These columns include items, Sales Order (SO) number, ordered quantity, previously invoiced quantity, and quantity to be invoiced.

It's worth noting that the unit price or total amount associated with each item won't be displayed on the partial invoice screen itself. The amount will show up in the actual invoice screen, and not in the page in your screenshot. 

The inclusion of the SO number allows for easy identification of the specific Sales Orders that are to be invoiced, especially when dealing with multiple open sales orders. This functionality enables the page in your screenshot to efficiently pull data from multiple Sales Orders when creating invoices, streamlining the invoicing process and ensuring accuracy in billing for various orders.

I also recommend bookmarking these articles related about this topic in QBDT:

• Add, edit, and delete items in QuickBooks Desktop
• Get started with customer transaction workflows in QuickBooks Desktop

Feel free to return to this post if you have any further questions about customizing your sales orders and invoices in QuickBooks Desktop. I'm here to help. Have a wonderful day!

How would you pull data from multiple SOs to create a single invoice? No one on my team is aware of this feature, and it would be useful in some instances.

Thanks for following up on this thread, Matt-.

While there are many options to customize invoices, there isn't currently a way to pull data from multiple sales orders to add to a single invoice. I can see how this would be beneficial when creating invoices. In this instance I recommend submitting feedback to the Product Development Team for review. This can be done directly through your QuickBooks Desktop account by clicking the Help tab and selecting Send Feedback Online.

Please feel free to drop a comment below if you have any other questions. I'll be here to help in any way that I can.

Hi Morgan B,

Thank you for your reply.

In that case, was this paragraph incorrect from the above QB team member: "The inclusion of the SO number allows for easy identification of the specific Sales Orders that are to be invoiced, especially when dealing with multiple open sales orders. This functionality enables the page in your screenshot to efficiently pull data from multiple Sales Orders when creating invoices, streamlining the invoicing process and ensuring accuracy in billing for various orders."

If only one SO can be pulled, then I'd ask again why the SO number is displayed on the partial invoice screen if you can only pull one SO.

Of all the columns to choose to hard set, this seams like the least logical/helpful.

Are you sure there is no way to customize this section?