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Level 1

Restrict items list invoice entry

Hello.  Is there a way to restrict which items are available for use during invoicing?  I would like to only allow certain items to be used in customer billing.

Solved
Best answer February 20, 2019

Best Answers
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Anonymous
Not applicable

Restrict items list invoice entry

Hello, fischerhoneyco.

 

In QuickBooks Desktop, we’re unable to restrict some items when creating an invoice. As a workaround, you can inactivate the item temporarily so they won’t show up when making an invoice.

 

Here’s how to inactivate an item:

  1. Go to List at the very top.
  2. Select Item List.
  3. Choose and right-click the item you’d like to exclude.
  4. Select Make Item Inactive.

You can also send feedback about this to our developers. Just click Help at the top, Select Send Feedback Online, and chose Product Suggestion.

 

Visit us again anytime you have other questions about QuickBooks.

View solution in original post

5 Comments
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Anonymous
Not applicable

Restrict items list invoice entry

Hello, fischerhoneyco.

 

In QuickBooks Desktop, we’re unable to restrict some items when creating an invoice. As a workaround, you can inactivate the item temporarily so they won’t show up when making an invoice.

 

Here’s how to inactivate an item:

  1. Go to List at the very top.
  2. Select Item List.
  3. Choose and right-click the item you’d like to exclude.
  4. Select Make Item Inactive.

You can also send feedback about this to our developers. Just click Help at the top, Select Send Feedback Online, and chose Product Suggestion.

 

Visit us again anytime you have other questions about QuickBooks.

View solution in original post

Highlighted
Level 2

Restrict items list invoice entry

But what if the item is active, just not sold to a group of customers? Need to see items by site or price rule. We sell different products to different customers.

Highlighted
Moderator

Restrict items list invoice entry

Thanks for joining this thread, TCPT.

 

As mentioned by my colleague MikiD, we are unable to hide an active item when invoicing a customer.

 

Locating an item using site or price rule in the invoice screen is also unavailable in QuickBooks. However, you can utilize the Find & Select Items option. It lets you search products or service using the Item Name/Number, Sales and Purchase Description, Preferred Vendor, Man. Part Number, U/M Set and Custom fields.

 

To easily search an item that is sold for a specific customer, you can modify any of the mentioned fields above.

 

Here's how:

  1. Go to Lists at the top menu bar and select Item List from the drop-down.
  2. Double-click the item and enter any detail to help you organize them for a specific customer.
  3. Hit OK.

Then, create an invoice and search the item. I'll show you how:

  1. Go to Customers at the top menu bar and select Create Invoices.
  2. Choose the customer's name at the top.
  3. Click the box and the arrow under the Item column and hit <Find & Select Items>.
  4. Enter a detail in the Find box, then Search.
  5. Continue creating the transaction and click Save & close.

For additional details about editing an item, check out this guide: 

Add, edit, and delete items.

 

Please to let me know if you need any help with QuickBooks. I'm always here to assist.  I hope to hear about your success!

 

 

 

Highlighted
Level 2

Restrict items list invoice entry

Thanks. Our customers order an average of 8 items, every 10 minutes during our ordering window (6-12). Since there are different groupings of items on each price rule, it would be awesome to just jump to the customers specific list and sell from that without having to see all 1100 items. 

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QuickBooks Team

Restrict items list invoice entry

Thanks for getting back to this thread, @TCPT.

 

I understand how the option to hide an active item when invoicing a customer would be helpful for you. I'll make sure to take note of your feedback and will inform you once we receive product enhancement update about the availability of this option. 

 

In the meantime, you may want to consider the workaround provided by my colleague. 

 

Please know that you're always welcome to post if you have any other concerns related to QuickBooks. The Community will always here to help you out. Have a good day ahead! 

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