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Highlighted
Level 2

Multiple Delivery Notes for same Invoice

Hi All!

 

Often we have to make partial deliveries over a few days to complete one invoice. QB seems to mark every delivery order with a continous unique invoice number so if we print 3 different Delievery Notes quickbook treats them as different invoices and gives them their unique corresponding invoice number.

How to avoid that and give delivery notes there own number along with a corresponding invoice number (which could be same for multiple delivery notes)?

Solved
Best answer February 17, 2018

Best Answers
Highlighted
Level 7

Multiple Delivery Notes for same Invoice

@Noor the best way would be to use estimates as Rustler has suggested and combine them all together in one invoice. When you log into QBs online go to the customer and when you begin to create an invoice for them, it will show the suggested estimates to add to the invoice on the right side of the screen. I have attached a screenshot to help. :) 

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Highlighted
Level 7

Multiple Delivery Notes for same Invoice

No, unfortunately not. The estimate is so named by QBs and there's not an option to change it. As far as the rest, the estimate is a non-posting entry until it is copied to an invoice. So the totals will not affect the books until you are done creating the invoice. :)

 

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8 Comments
Highlighted
Level 15

Multiple Delivery Notes for same Invoice

An invoice is a final sale, and should only be used when you are ready to charge the client

best to use an estimate for delivery notes

 

The issue that causes is that there is no way in QBO to merge more than one estimate to one invoice.  So you either have to use the same estimate printed repeatedly for delivery (and use a highlighter to show what is delivered) or do the invoice manually

Highlighted
Level 7

Multiple Delivery Notes for same Invoice

@Noor the best way would be to use estimates as Rustler has suggested and combine them all together in one invoice. When you log into QBs online go to the customer and when you begin to create an invoice for them, it will show the suggested estimates to add to the invoice on the right side of the screen. I have attached a screenshot to help. :) 

View solution in original post

Highlighted
Level 2

Multiple Delivery Notes for same Invoice

Thanks Rustler for the suggestion.

 

What if i make multiple estimates (each estimate with only the actual quantity supplied) and then make a final Invoice which would contain all the item from that multiple deliveries/estimates? Yes, i won't be converting estimates to invoice but rather making a new Invoice altogether with manually pulling all the details from the earlier prepared delivery notes/estimates.

 

Is this workable?

Highlighted
Level 7

Multiple Delivery Notes for same Invoice

Yes, that is workable. Although, the easiest for you would be to add the estimates and not have to manually reenter each item. On the screenshot attached above, you can see where it says add on each estimate, once you click add, it will add the line item and eliminate a lot of time for you. Also, if you do not match the estimates to the invoices, you will always show open estimates. :)

 

@Rustler I use QBO everyday, and it allows me to combine more than one estimate per invoice. See the screenshot I attached in the previous answer. :)

Highlighted
Level 2

Multiple Delivery Notes for same Invoice

@jessbru99568

Now that that's established, can I rename Estimates to Deivery Notes and remove the subtotal, total, balance due, etc. from the last section?

Highlighted
Level 7

Multiple Delivery Notes for same Invoice

No, unfortunately not. The estimate is so named by QBs and there's not an option to change it. As far as the rest, the estimate is a non-posting entry until it is copied to an invoice. So the totals will not affect the books until you are done creating the invoice. :)

 

View solution in original post

Highlighted
Level 2

Multiple Delivery Notes for same Invoice

In our workflow, each invoices contains products from different sources and with different lead times, and the consolidation of these multiple delively notes make an invoice which we then submit to our client along with the proof of deliveries.

Also, its very imp that delivery notes should not mention the prices.

 

And... i just realized that Quickbook does not support/have UOM :(

lol, i am also laughing inside on this stupid omission of an important column by quickbooks team.

 

It seems QB is not the ideal option for me right now.

 

@jessbru99568 thanks for your prompt responses!

Highlighted
Level 7

Multiple Delivery Notes for same Invoice

You're very welcome! :)

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