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Buy nowI was spot checking a project's invoice when I noticed that it was invoiced at 150%!!!
When I asked the AR staff how this was possible, they said it was the only way they could get the invoice out for the correct amount.
When I looked at the project's billing profile it showed a prior billed amount of $1852.50 invoiced on a total estimated amount of $1,235.00.
When I looked at the project's transaction history, I only see the estimate for $1,235.00, an invoice for 50% of the estimate of $617.50, and a payment for that invoice for $617.50.
Somewhere the system is counting a third invoice that is not present.
When I asked the AR staff if they had created another invoice and then deleted they said that they might have done that.
When an progress invoice is simply deleted instead of voided, is that what creates the prior billing tracking overstatement?
I need to confirm this is what is likely causing this error.
If it is I need to make sure the AR staff doesn't delete progress invoices when they find an error and instead void them. Then I need to figure out how to fix the ones that have this error.
Can anyone shed some light on this?
Thank you.
Thanks for letting us know about this, @DEW2022. Let's get you going to have you back on track and determine the root cause of the error you encountered inside QuickBooks Desktop (QBDT).
To get started, you'll want to run a report to ensure and verify if there are transactions deleted. This way, you can determine what causes your records to be inaccurate inside QBDT. Here's how:
For more information about customizing a report inside QBDT, feel free to visit this page: Customize reports in QuickBooks Desktop.
Additionally, here's an article to help you keep your current report settings: Create, access and modify memorized reports.
If you need assistance getting this sorted out, feel free to post here in the Community space. I'm determined to help you get through this. Stay safe!
I am going to follow these steps this weekend when I can focus on the solution and will report back. Thank you for the recommendations and support.
Thanks for getting back with the Community, DEW2022.
I'm happy to hear KurtKyle_M was able to help with identifying how you can verify if transactions were deleted with project reports.
You'll also be able to find many detailed resources about using QuickBooks in our help article archives.
Please don't hesitate to send a reply if there's any questions. Have a wonderful Friday!
These steps don't work at all. I have no search bar -- I have drop down menus? Need a solution that is actually helpful please!
I have two consecutive progress invoices linked to the same estimate. The second invoice is showing an item under "prior amounts" that was not billed on the first invoice? How do I fix this?
Thanks for the prompt response, HCValerie.
I would love to help and provide you with helpful insights regarding the issue of your progress invoice. In order to do so, could you kindly provide the entire screenshot of the page and product you're using? This will ensure that I give you the most accurate and relevant details tailored specifically to your setup.
Take note that the supported image types are JPG, JPEG, GIF, and PNG. Additionally, the maximum size you can attach is 9 MB.
Any additional information will be greatly appreciated. I'll keep an eye out for your response and look forward to assisting you further.
Thank you for responding to my inquiry about this situation. I was out of town for the past 30 days and unable to access the QB due to limited internet service.
I am back now and will try to find some examples that we haven't already made work-around's to so I can provide you with the details and screenshots.
Thank you very much and I will be back in touch.
Im having the same issue. Any quickbooks people able to help?
Welcome to the Community, @jstensberg304.
We'd love to help you achieve your goal, but I just need some more information to help me get on the same page. Would you mind telling me more about it? Like, what specific issue have you encountered with the progress invoices in QuickBooks Desktop? This way, I can provide you with an accurate resolution. Additional screenshots for visual reference would be much appreciated.
I appreciate any details you can provide. I’m looking forward to your reply. Have a great rest of the day.
I have asked the two individuals in our organization who do the bulk of the job set up and invoicing to gather as much detailed information as possible to help further describe what is happening. One vexing aspect is that the occurrence is intermittent, so it is difficult to pin down what is causing the error. It may be a user action in issuing, modifying, or voiding previous invoices to accommodate customer demands for separating items that were initially invoiced together or something else like that.
We will gather the backup we can and share it with all of you who have been kind enough to lean in to see what can be done to resolve this problem.
Thankyou.
Any update? I’m currently experiencing an issue with QB Desktop not calculating the “prior amount billed” on a Change Order correctly and can’t figure out how to fix it.
Hello there, bevetts. Let me explain how prior amounts are calculated when using progress invoicing in QuickBooks Desktop (QBDT).
The PRIOR AMT column will only display the initial amount you invoiced from the estimate.
For example:
If the estimate amount is $2,000 and you created an invoice for the entire estimate (100%), there will be no amounts displayed in the PRIOR AMT column. If you want to change the estimate from $2,000 to $4,000, the updated amount will appear in the EST AMT column; however, the Prior Amount will still show nothing.
To modify the amount on the invoice, you'll need to manually enter the updated amount in the AMOUNT column.
By doing this, the invoice will be updated to reflect the amount linked with the estimate.
To learn more about progress invoices, check out this article: Set up and send progress invoices in QuickBooks Desktop. If you want to run a report to track your progress invoices, you can find that information in the Reports section of the article.
If you have more questions about progress invoicing or want to customize the report, feel free to click the Reply button below.
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