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kylecallahan
Level 2

cash or check discount

I've followed a thread on adding credit card fees.  That's illegal in colorado.  But cash discounts are not.  I will be raising my billing rates about 3% next week (Architect).  Then I would like to calculate what 3% of the bottom line "balance due" is on my invoices, then subtract that from the balance due and offer clients the opportunity to pay the reduced amount should they choose to pay by cash or check.  Not knowing how they want to pay in advance, I would just like the cash / check discount and the revised total to be simply numbers on the invoice template based on the "balance due" represented on that template.  I'll make the adjustment if the client sends a check or cash.  So..... I'm a good Architect but a not - so - good programmer.  Can anyone tell me how to create these calculated fields that will change with every invoice created, and how to show them on the invoice at the bottom line of the invoice, below the "balance due" field?

Solved
Best answer December 27, 2020

Best Answers
jamespaul
QuickBooks Team

cash or check discount

Hello, Kyle Callahan. 

 

It doesn't really take a programmer to add a discount on invoices. You can easily do this in QuickBooks Desktop, and I'm more than happy to show you the steps. 

 

Adding a discount to an invoice is done through line items. It won't show up at the bottom of the balance due section however. Instead, the amount due will be changed. The first thing to do is to create a discount line item: 

 

  1. Go to Lists, then select Item List.
  2. Click the Item button, then choose New.
  3. Under Type, select Discount.
  4. For the name, enter something like "Cash discount."
  5. Since you're using a percentage, enter 3% in the Amount or % box.
  6. Map an account to it (you might want to reach out to an accountant to ensure this is tracked properly). 
  7. Once done, click OK.

 

discount1.PNG discount2.PNG

 

Once that's done, you can add it to your invoice. Enter the architectural services rendered by your clients then include the discount line item. 

 

Note: The discount item affects the product or service line before it. That means it will calculate the previous line item's amount and deduct it. If you want to calculate the entire invoice balance, then you'll want to add a subtotal first. Then add the discount line item. Create the subtotal line item the same way you did with the discount item. Under Type. make sure to select Subtotal

 

discount3.PNG discount4.PNG discount5.PNG discount6.PNG

 

Would you like to know more about the features and what else you can do in QuickBooks Desktop? You can check out the articles here. From there, you can browse a number of our articles. 

 

I'll show you a guide or two if you need help with something else in QuickBooks Desktop. Just reply in this thread and I'll be right there with you. 

View solution in original post

BigRedConsulting
Community Champion

cash or check discount

@kylecallahan  RE: I would just like the cash / check discount and the revised total to be simply numbers on the invoice template based on the "balance due" represented on that template. ...Can anyone tell me how to create these calculated fields that will change with every invoice created, and how to show them on the invoice at the bottom line of the invoice, below the "balance due" field?

 

Unfortunately that's not possible to do in QuickBooks.  There isn't a way to add a calculated field to the bottom of the invoice, one that doesn't actually impact the invoice balance.

 

About the best you can do is to add line items to the invoice table to describe this case, which will change the invoice balance.  If you charge sales tax, it gets more complicated. But if you don't you could remove the totals at the bottom of the printed invoice template and just show them in the table.

 

Something like this:

Capture.JPG

View solution in original post

6 Comments
jamespaul
QuickBooks Team

cash or check discount

Hello, Kyle Callahan. 

 

It doesn't really take a programmer to add a discount on invoices. You can easily do this in QuickBooks Desktop, and I'm more than happy to show you the steps. 

 

Adding a discount to an invoice is done through line items. It won't show up at the bottom of the balance due section however. Instead, the amount due will be changed. The first thing to do is to create a discount line item: 

 

  1. Go to Lists, then select Item List.
  2. Click the Item button, then choose New.
  3. Under Type, select Discount.
  4. For the name, enter something like "Cash discount."
  5. Since you're using a percentage, enter 3% in the Amount or % box.
  6. Map an account to it (you might want to reach out to an accountant to ensure this is tracked properly). 
  7. Once done, click OK.

 

discount1.PNG discount2.PNG

 

Once that's done, you can add it to your invoice. Enter the architectural services rendered by your clients then include the discount line item. 

 

Note: The discount item affects the product or service line before it. That means it will calculate the previous line item's amount and deduct it. If you want to calculate the entire invoice balance, then you'll want to add a subtotal first. Then add the discount line item. Create the subtotal line item the same way you did with the discount item. Under Type. make sure to select Subtotal

 

discount3.PNG discount4.PNG discount5.PNG discount6.PNG

 

Would you like to know more about the features and what else you can do in QuickBooks Desktop? You can check out the articles here. From there, you can browse a number of our articles. 

 

I'll show you a guide or two if you need help with something else in QuickBooks Desktop. Just reply in this thread and I'll be right there with you. 

View solution in original post

BigRedConsulting
Community Champion

cash or check discount

@kylecallahan  RE: I would just like the cash / check discount and the revised total to be simply numbers on the invoice template based on the "balance due" represented on that template. ...Can anyone tell me how to create these calculated fields that will change with every invoice created, and how to show them on the invoice at the bottom line of the invoice, below the "balance due" field?

 

Unfortunately that's not possible to do in QuickBooks.  There isn't a way to add a calculated field to the bottom of the invoice, one that doesn't actually impact the invoice balance.

 

About the best you can do is to add line items to the invoice table to describe this case, which will change the invoice balance.  If you charge sales tax, it gets more complicated. But if you don't you could remove the totals at the bottom of the printed invoice template and just show them in the table.

 

Something like this:

Capture.JPG

View solution in original post

kylecallahan
Level 2

cash or check discount

thanks - that's helpful!  I don't want to always discount, someone may want to use their credit card.  I suppose in that case, I would just run the entire amount, and then go to the invoice record and delete the discount.  That'll work okay.  You're the best!  Thanks for letting me in on the right path!

kylecallahan
Level 2

cash or check discount

would you poiunt me to a guide about how to add the subtotal item, label it as a subtotal, and then add the discount item.  I'd then likely just ad  a text box that says what the customers see - like - "this is the cash amount.  the discount only applies when paying with cash or check..." or something like that.....  Appreciate the help!

 

Kyle

ChristieAnn
QuickBooks Team

cash or check discount

Hi there, kylecallahan.

 

I appreciate you for coming back to allow the Community to assist you with any concerns you may have. I'll share steps to directly route you in create or adding a subtotal item.

 

I suggest going to the Item List page. From there, you'll be able to create a Subtotal item that labels it as a subtotal.

 

Here's how:

 

  1. Go to Lists, then select Item List.
  2. Click the New drop-down arrow at the bottom. Then, select New.
  3. Under Type, select Subtotal.
  4. Make sure to enter the word Subtotal in the Item Name field.
  5. From the Description field, add the text box about " The discount only applies when paying with cash or check"
  6. Hit OK.

 

Then, you'll need to create another item for a Discount. You can follow the steps provided above on how to perform the steps.

 

Once done, you can now start creating invoices to show the subtotal and discount items you've created. Please see the screenshot below for visual reference.
 

Please refer to this article to see different information about how Items works in QBDT: Add, edit, and delete items.

 

Please know that you can always get back to this post if you have additional questions with QuickBooks. I'll be around to provide further assistance. Have a good one.

BigRedConsulting
Community Champion

cash or check discount

Set up the subtotal and discount items on your items list with your other items.

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