Question

Show Subtotal on Screen

Forum|Forum|5 years ago
December 18, 2020
31 replies
75 views

I cannot get the subtotal to display on the screen for sales orders, estimates, or invoices.

This seems pretty basic but the option is greyed out.

We use Quickbooks Desktop Enterprise Platinum, there shouldn't be any options that are greyed out.

Hello there, @benaaco.

QuickBooks Desktop can include a subtotal in a QuickBooks estimate, sales order, invoice, or purchase order. You just need a little setup work to make it happen.

It's pretty easy, here’s how:

In your QuickBooks Desktop, click the Lists tab and select Item List.
Click the Item button at the bottom of the screen. Then, click New.
In the drop-down list that appears (where you see service, non-inventory part, etc.), select Subtotal and give it a name, and click OK.

From there, simply select this new item whenever you need it, and QuickBooks will automatically take care of the calculation for you.

You can also use this video tutorial on adding subtotal to invoice: Add subtotal to invoice.

Don’t hesitate to message me anytime if you have other QuickBooks concerns or questions. I'll be glad to answer them for you. Have a good one.

BigRedConsulting

Level 15

RE: "It's pretty easy, here’s how:"

No, it's not easy. It's impossible. IMO, you should have read the user's post before answering.

BigRedConsulting

Level 15

That's correct. The Subtotal before tax that appears at the bottom of the form when you print cannot be made to appear on screen, The same is true for most of the other fields on the Footer tab from your screenshot.

C

CLN2

What if the Subtotal option is not an item to select in the Footer? How can I add it?

R

Rasa-LilaM

QuickBooks Team

Let's set up the Subtotal option so you can add the item to your transactions, CLN2. I'm here to help ensure the process is a breeze for you.

Here's how:

In your company, head to the Lists menu at the top bar and choose Item List.
Click the Item drop-down and select New.
Press the Type drop-down and choose Subtotal.
Go to the Item Name/Number field and enter a name that you'll on the entry.
Fill in the Description field.
Head to the Columns to total section and select any of the following: Quantity, Amount, Price, and Cost.
Click OK for the changes to take effect.

I've attached a screenshot for visual reference:

Next, create the transaction and place the Subtotal as a line item from there. Here's an article that discusses in detail how to apply a discount while recording a payment or add one directly on the invoice: Use discount and subtotal items.

Furthermore, this reference will show you how to tailor the data, and add or remove information on the header and footer, to name a few: Customize reports in QuickBooks Desktop.

Keep me posted if you have other sales-related concerns or additional questions about refining the look of your sales forms. I'll get back to make sure you're taken care of.

T

tippykayak

I have the opposite problem: I can't PRINT "subtotal" on my estimates/documents. It's on the screen but since it's not on the printed document is confusing to the customer. Am I missing something?

DivinaMercy_N

Moderator

Welcome back to the Community, @tippykayak. We can check the template of your estimate to ensure it will print the subtotal. Follow along below to get this fix right away.

We have to make sure that the Print option for Subtotal is enabled. Here's how:

In your QuickBooks Desktop (QBDT) company file, select the Lists menu.
Next, choose Templates.
Then, select the template you use for the estimate.
Once opened, click the Additional Customization button.
Go to the Footer tab.
From there, ensure that the Print box for Subtotal is checked.
You can also make changes and select OK twice to confirm the action.

After that, attempt to create and print the estimate and select the correct template. Check to see if this will also include the subtotal.

However, if the issue persists, you may want to perform several troubleshooting steps to resolve printing problems in QBDT. For detailed instructions, see this article: Resolve printing issues.

Tracking estimates made for each of your customers is a breeze in QBDT. To do so, simply go to the Reports menu and scroll down to the Job, Time & Mileage section. Then, select the Estimates by Job report.

Let me know how this goes and feel free to leave a reply below. I also appreciate it if you can add updates about this. I'm always around here in the Community and ready to lend a hand. Have a great day ahead.

T

tippykayak

Thank you Davina. I don't need "Subtotal" in my footer. I need to see it in the body of my invoices/estimate to subtotal each job within the project. Currently, I can do a subtotal for each job and can see it on my screen but it won't print out on the invoice/estimate. That's what I need help doing.

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