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Item number not showing for grouped items on invoice

I am reviewing a clients QuickBook's file and he has invoices that have "reimb group" but then the items below have no item number just a description and an amount. They post to an expense account but with no item number or code I cant seem to figure out why. When I try to replicate this in my system it gives me an error saying I have to have an item. How did he get it set up this way? 

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Best answer 05-28-2019

Accepted Solutions
Moderator

Re: Item number not showing for grouped items on invoice

Hi there, JessicaStratton.

 

I appreciate the detailed information. It could be that your client is recording a reimbursement expense billable to a customer. I'm here to provide further explanation. 

 

There are three ways you can record a reimbursement expense in QuickBooks Desktop. The most common method is recording an expense billable to a customer. Once added, the system creates the reimbursement as an expense and transfers it to the sales revenue account when invoicing the customer.

 

Let's create a test bill by following these steps:

  1. Go to Vendors and choose Enter Bills.
  2. Choose a vendor.
  3. In the Expenses section, select multiple accounts. Enter the amount and a memo.
  4. Select a customer and mark the Billable column.
  5. Click on Save & Close.

    1.PNG

     

    2.PNG

     

Then, create an invoice to the billable customer:

  1. Go to Customers and select Create Invoices.
  2. Select the billable customer.
  3. Choose the Select the outstanding billable time and costs to add to this invoice radio button and click on OK.
  4. Click on the Expenses tab, mark all transactions, and click on OK.

    1.1.PNG

     

    1.2.PNG

     

    1.3.PNG

     

    1.4.PNG

     

The invoice will show you a Reimb Group item. 

 

I'm linking an article that will provide further information: Enter bills.

 

This should point you in the right direction. Leave a comment below if you have further questions. I'll get them answered.

1 Comment
Moderator

Re: Item number not showing for grouped items on invoice

Hi there, JessicaStratton.

 

I appreciate the detailed information. It could be that your client is recording a reimbursement expense billable to a customer. I'm here to provide further explanation. 

 

There are three ways you can record a reimbursement expense in QuickBooks Desktop. The most common method is recording an expense billable to a customer. Once added, the system creates the reimbursement as an expense and transfers it to the sales revenue account when invoicing the customer.

 

Let's create a test bill by following these steps:

  1. Go to Vendors and choose Enter Bills.
  2. Choose a vendor.
  3. In the Expenses section, select multiple accounts. Enter the amount and a memo.
  4. Select a customer and mark the Billable column.
  5. Click on Save & Close.

    1.PNG

     

    2.PNG

     

Then, create an invoice to the billable customer:

  1. Go to Customers and select Create Invoices.
  2. Select the billable customer.
  3. Choose the Select the outstanding billable time and costs to add to this invoice radio button and click on OK.
  4. Click on the Expenses tab, mark all transactions, and click on OK.

    1.1.PNG

     

    1.2.PNG

     

    1.3.PNG

     

    1.4.PNG

     

The invoice will show you a Reimb Group item. 

 

I'm linking an article that will provide further information: Enter bills.

 

This should point you in the right direction. Leave a comment below if you have further questions. I'll get them answered.