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mhmoran
Level 1

Problem with Progressive invoices - value changing

Set  up an estimate for work to be done in 5 parts.   The deal requires a 20% down payment.  I create a progressive invoice for a specific dollar amount,  not a percentage.   When QB desktop creates the invoice,  it assigns the down payment to the only part of the estimate that is more than the payment amount and fills in

a fractional  quantity. 

 

Not a big issue in QB as QB  rounds the amount appropriately.   However,  when the transaction is sent to 

my merchant services provider, who doesn't round,  the value of the transaction changes.

 

Is there a way to keep QB  from filling in the quantity field or to force it to send a quantity of 1  ?

7 Comments 7
LieraMarie_A
QuickBooks Team

Problem with Progressive invoices - value changing

I'm here to help you enter a specific amount in your progress invoice without impacting the quantity, @mhmoran.

 

The best way to remove the quantity fraction is to leave it blank, then manually enter the portion in the Amount field. This way, it doesn't display the quantity on your invoices. I'd be glad to show you how.

 

  1. Go to the Customers menu and select Customer Center.
  2. Select the customer's name.
  3. In the Transactions tab, double click the estimate.
  4. Click the Create Invoice button.
  5. Select the third option and click OK.
  6. Select the Show Quantity and Rate checkbox.
  7. Remove "0" under the QTY column.
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  8. Manually enter the amount and click OK.
  9. Select Save & Close.

 

That should do it! You can refer to this article for more information about progress invoicing: Set up and Send Progress Invoices in QuickBooks Desktop.

 

Then, you can keep track of your progress invoices and check its balance by customizing the Job Progress Invoices vs. Estimates report.

 

  1. Go to the Reports tab.
  2. Select the Jobs, Time & Mileage tab.
  3. Choose Job Progress Invoices vs. Estimates.
  4. Click the Customize Report button.
  5. In the Display tab, type in "Open Balance" in the Columns search box.
  6. Tick the Open Balance option.
  7. Click OK.

 

Don't hesitate to comment down below if you have other questions or concerns. I'm always here to help.

mhmoran
Level 1

Problem with Progressive invoices - value changing

Setting qty to zero causes a $0 invoice amount.   Setting qty to 1 causes the full amount of the line item to be charged ( taking a deposit against a years work, which gets applied to the most costly item).

When creating the progressive invoice I specify a whole dollar amount and QB calculates the qty based on the total value of the line item.  QB calculates down to the 5th decimal  ( 0.69333 )  even though the amount is a whole dollar amount.  the problem is QB either doesn't check its math  or it rounds the amount to the nearest penny.   However,  my merchant services provide does calculate the charge based on the qty ignoring the amount  so the charge comes up 1 cent short of the amount.

Rubielyn_J
QuickBooks Team

Problem with Progressive invoices - value changing

Hi there, @mhmoran.

 

Your product’s total value is its average cost multiplied by its quantity in stock. Things like seasonal demand or spoilage can affect this value. QuickBooks calculates based what amount you input in the quantity. 

 

You can check this article for additional information about progressive invoices in QuickBooks Online: Set up and send progress invoices in QuickBooks Desktop.

 

Don't hesitate to comment below if you have additional concerns. We're open 24/7 to help you. Keep safe and healthy.

mhmoran
Level 1

Problem with Progressive invoices - value changing

That's just it.. I'm dealing with services, more specifically  a series of services to be delivered over 12 months.

 

I can't send my client an invoice that says they have paid for a fraction of service that hasn't even begun.  Nor can I send them an invoice with an incorrect amount.. how do I proceed so that I can properly bill my client with a progressive invoice and no trash my Quickbooks ( QB desktop pro 2018 ) ?

 

BTW, when I create the progressive invoice .. I get a 4th line in the popup that says something along the

lines of  -- enter a fixed amount.

Catherine_B
QuickBooks Team

Problem with Progressive invoices - value changing

Hello there, mhmoran.

 

It's possible that your company file is corrupted that caused unexpected behavior. We can update QuickBooks Desktop to its latest release first to have the up to date fixes. 

 

Here's how:

  1. From the Help menu, select Update QuickBooks Desktop.
  2. Go to the Update Now tab and select Reset Update.
  3. Click Get Updates
  4. Once the update finishes, close the company file. If you're prompted, select the option to install the new release.

After that, perform the Verify and Rebuild Data Utility to check if there are data integrity issues. For more details, click here

 

Then, you can create an invoice out of the estimate again to see if the amounts are posting correctly. If the same thing happens, I'd suggest contacting our Phone Support Team so they can investigate further. 

 

Keep me posted on how this works. I'd be more glad to help. You stay safe always!

mhmoran
Level 1

Problem with Progressive invoices - value changing

Following the instructions in the previous email,  everything came up clean.   No issues in the data.

 

Still seeing the issue of QB calculating a QTY  which results in my merchant services account changing the value of the charge ... 20% down payment comes up as $1040... QB applies that against a $1500 line item resulting in a qty of 0.63999 .. which when my merchant services provide multiples out comes up as $1039.99

IamjuViel
QuickBooks Team

Problem with Progressive invoices - value changing

Hello, @mhmoran.

 

Let me guide you to our best available support so we can further check on the root cause as to why you're seeing different values.

 

Since the Community space is a public forum, I'd recommend contacting our Technical Support team. A specialist can securely check your account and help you achieve your goal.

 

Here's how:

  1. Open QuickBooks.
  2. Go to the Help menu.
  3. Choose QuickBooks Desktop Help.
  4. Select Contact Us.
  5. Enter your concern, then select Continue.
  6. Choose a way to connect with us:
    • Start messaging with a support expert.
    • Get a callback from an expert (availability may be limited).

Also, in response to the COVID-19 outbreak, we’re running with a significantly reduced staff. You may experience delays in response and all your chats or calls may not be answered. To ensure your issue gets addressed right away, please check out our support hours guide.

 

Let me know if you have other queries. I'm always here to help you anytime. Have a great day!

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