cancel
Showing results for 
Search instead for 
Did you mean: 
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.

 

Capture.JPG

View solution in original post

5 Comments 5
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.

Need to get in touch?

Contact us
Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up