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LORRIH
Level 1

Invoice line items - combine all charges into one line (desktop edition)

I'm using 2020 QB desktop. How can I bundle/merge/combine all the items on an invoice into one line? My contractor wants to see all items charged to a client but only wants the client to see one line of materials totaled with a brief description.

Solved
Best answer August 12, 2020

Best Answers
BigRedConsulting
Community Champion

Invoice line items - combine all charges into one line (desktop edition)

The way to to this is to use a group item, which is a type of container item that includes other items.  Group items can be set up so that their details don't print.

 

You can set them up with up to 20 items, and then when you pick them all of those items are added to the invoice, "wrapped" with the group item that works sort of like a subtotal.  You can then (optionally) insert more detail lines or delete unwanted ones.

 

To enter detail data from scratch that won't print, create an empty group item for this purpose.  Then pick it on a new invoice and insert as many rows as you want (use the Ctrl-Insert key combination), then complete your data entry for whatever you're selling.  And then none of that detail will print.

 

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8 Comments 8
BigRedConsulting
Community Champion

Invoice line items - combine all charges into one line (desktop edition)

The way to to this is to use a group item, which is a type of container item that includes other items.  Group items can be set up so that their details don't print.

 

You can set them up with up to 20 items, and then when you pick them all of those items are added to the invoice, "wrapped" with the group item that works sort of like a subtotal.  You can then (optionally) insert more detail lines or delete unwanted ones.

 

To enter detail data from scratch that won't print, create an empty group item for this purpose.  Then pick it on a new invoice and insert as many rows as you want (use the Ctrl-Insert key combination), then complete your data entry for whatever you're selling.  And then none of that detail will print.

 

Capture.JPG

View solution in original post

LORRIH
Level 1

Invoice line items - combine all charges into one line (desktop edition)

That worked well, thank you!

DeeCh
Level 2

Invoice line items - combine all charges into one line (desktop edition)

I am concerned about our item list getting very large and cluttered and the groupings we are needing to use will likely not be repeated. Once this group is created, can it be edited and reused for another transaction, or would that impact the previous transactions it had been used in? Meaning, will we need to set up a new item each time we need to group items on an invoice? Thanks!

AileneA
QuickBooks Team

Invoice line items - combine all charges into one line (desktop edition)

Hello, DeeCh. 

 

Thanks for dropping by the Community space. In QuickBooks program contains an "Add/Edit Multiple List Entries" option that allows users to change multiple entries within an account in a single window, helping eliminate the potential for entry errors and speeding up the editing process. You can edit customers, inventory, non-inventory parts and service items lists that you have already entered into your QuickBooks data. 

 

To edit the group, follow the instructions in this article: Add and edit multiple customers, vendors, and items

 

Don't hesitate to comment below if you have other questions with QuickBooks Desktop. Take care and stay safe.

BigRedConsulting
Community Champion

Invoice line items - combine all charges into one line (desktop edition)

@DeeChRE: Once this group is created, can it be edited and reused for another transaction, or would that impact the previous transactions it had been used in? 

 

Yes, it can be edited as often as needed.

 

However, you don't really even need to do that if the group changes every time. Instead, set you can set up an empty group (or one that has only one or a few items that are usually included), use it on an invoice or other type of sales transaction, and then insert as many rows as needed within the group and add items right on the transaction.

gwnova
Level 1

Invoice line items - combine all charges into one line (desktop edition)

The situation I have is we have labor costs and material costs that we want broken out when invoiced but we want the customer to see just the total.  This would change with each job.  Ideas?

gwnova
Level 1

Invoice line items - combine all charges into one line (desktop edition)

The scenario I have is we have labor costs and material costs that we want to delineate when we invoice but we want the customer to see the total cost.  Ideas?

MichelleBh
Moderator

Invoice line items - combine all charges into one line (desktop edition)

I'll ensure that your customer can only see the total cost when receiving the invoice, @gwnova. Help has arrived. 

 

Hopefully, you're having a great day today. I'm happy to provide methods on how to split two items in the invoice in your QuickBooks Desktop.

 

Let's create a specific template for this transaction so your customer will only see the total. Follow the steps below: 

 

  1. Go to the List menu, then choose Template
  2. Press Ctrl + N and click Additional Customization on the button part. 
  3. Select Footer and check only the Total box. 
  4. Check the Only show Total on the last page box in the Print section. 
  5. Click OK

 

For more details, see this link:  Use and customize form templates.

 

After that, you'll need to create a group item. Ensure that the Print items in group box is unchecked. This way, the customer will only see the total in the sales form. 

 

  1. Go to the List menu, then choose Item list
  2. Press Ctrl + N and pick Group as a transaction type.
  3. Enter a Group Name in the field. 
  4. Add the labor and material cost under the Item section. 
  5. Make sure the Print items in group is not selected.
  6. Click OK.

 

For more information, check out this article: Add and edit multiple customers, vendors, and items.

 

Once done, let's create a sample invoice to see how it looks like. Let me show you how: 

 

  1. Go to the Customers menu and select Create invoice
  2. Pick the customer name in the field. 
  3. Choose the invoice template you previously created in the drop-down.
  4. Select the group item in the field and complete the needed details. 
  5. Click the Print button, then Preview to see how the form looks like. 

 

Additionally, visit these articles below to help you manage your customer invoices, payments, statements, sales forms, and other related matters: 

 

 

If you need help with other processes, please feel free to mention my name in the comment section below. I'm always here to work with you again. Keep safe, gwnova.

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