General QB Questions from a New User

Thanks for trying QuickBooks Desktop, CuriousTom.

You have me to help you provide the correct solution to your queries. Let's start with the first question.

Yes. There's a way where we can see the invoices we've created. If these invoices we're already paid, we can run the Transaction Detail report. Here's how:

1. Click the Reports menu.
2. Select Custom Reports, and then select Transaction Detail.
3. In the Search for Columns field, enter and select Amount Paid.
4. Go to the Filters tab.
5. Enter Transaction Type, then select Invoice under the All drop-down.
6. Click OK.
7. Modify the From and To dates.
8. Click Refresh.

If these were not yet paid, we can run the Open Invoices report. I'll show you how:

1. Click the Reports menu.
2. Select Customers & Receivables, then Open Invoices.
3. Click the Customize Report button.
4. Enter the From and To dates of the transactions.
5. Click OK.

For your second question, the Cost is the default amount you've entered for the products. We can change it by modifying the item. Here are the steps to do it:

Just a heads up, if you want to manually change the cost every time you'll create an invoice, you can leave it as blank.

1. From the Lists menu, select Item List.
2. Locate and double-click the item.
3. Enter the new Cost.
4. Click OK.

For the third concern, we're unable to create an invoice from the purchase order. The Purchase Order is a transaction for a vendor, while the Invoice is for a customer.

Lastly, the system can only print based on the available type of printer. If you don't have the Label Printer, you can select either Page-Oriented or Continuous. You can do that by going to the Print Labels window. Here's how:

1. Select Print Forms from the File menu.
2. Select Labels.
3. Choose the Names from.
4. Tick the Print Ship To addresses where available box.
5. Click OK.
6. In the Printer type, choose either Label Printer, Page-Oriented or Continuous.
7. Modify the other details.
8. Click Print.

I've also added this article that has an overview of what you can do on your subscription: QuickBooks Desktop product.

There you have it, CuriousTom. Feel free to tag my name in your Reply if you still need my help. Stay safe!

Thank you very much Adrian! A few follow questions:

Is there anyway to see both open and paid invoices at the same time? (Example: invoices created in the past two weeks). Also is there a way to create a button that automatically opens this report?

I did leave the cost field blank for each non-inventory item I created yet I am unable modify the cost in the invoice. The field appears but I am unable to click on it. I'm locked out. I can only click on price and the other fields. Any ideas?

Hmm, interesting. So there is no way to order non-inventory items based on the quantities ordered in invoices? 

Thanks!

Good Evening, @CuriousTom. 

Thanks for reaching back out to the Community. Yes, you can easily locate open and paid invoices from the Customers Center. Here's how: 

1. Go to the Customers menu. 
2. Pick Customers Center. 
3. Select Transactions. 
4. Choose Invoices. 
5. From there, you'll be able to see all invoices, and you can press the Date drop-down menu to pick a time range. 

The reason why you're not able to change the cost of a non-inventory item in an invoice is that you have to do it from the item itself. My colleague provided the correct steps in the post above. 

Here are a few articles that may be able to help you out in the future: 

• Set up Advanced Inventory

• Invoices

I'm only a post away if you have any other questions. Have a splendid Friday!