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Multiple information in invoice

I am hoping to use QB for a training center. It offers 3 courses and can have any number of students. When generating the invoice, it must contain the organization name that is sending the students, course name, student information (name, phone, email), and the sales rep.

 

I need to store all these info so that I can generate reports by filtering from the relevant terms.

 

E.g. 1

By applicant name, 2017-2018. So this should pull out which course the person has attended in that duration.

 

E.g. 2

By course name, 2017-2018. So this should pull out all the applicants that attended the particular course in that duration.

 

Not quite sure how the applicant data can be put into the invoice because the item that's being sold is the course, while the applicant data is just for keeping a record of their activity which we can pull up in future.  Should I store the course as a Job under the customer, and the applicant as an Item or Sub-item? 

 

Thanks in advance

Solved
Best answer 05-27-2019

Accepted Solutions
QuickBooks Team

Re: Multiple information in invoice

Hello there, @Aslante,

 

Thanks for providing details about the multiple information on your invoice.

 

I suggest setting up the organization as the parent customer and the student as the sub-customer. This way, you'll be able to determine which applicants attended a particular organization.

 

 Here's how:

  1. Click the Gear icon at the top.
  2. Select Account and Settings under Your Company.
  3. Select Sales from the left pane.
  4. Click the Pencil (edit) icon on the Sales form content section.
  5. Enter sales rep in the Name field, then check the Internal and Public column.
    customfieldforsalesrep.PNG
  6. Click Save, then Done.

Please read through this article for additional guidance with the steps above: How to add custom fields to invoices.

 

You can then pull up and customize the Sales by Product/Service Detail report to see the information you need.

 

If you're using QuickBooks Desktop, you need to set up your student as a job to the organization, then run the Transaction List by Customer: Job report.

 

Here's how to customize your invoice to add the sales rep:

  1. Open an invoice.
  2. Go to the Formatting tab.
  3. Click Customize Data Layout.
  4. Enable Screen and Print by putting a checkmark beside REP.
    salesrep.PNG entersalesrep.PNG
  5. Click OK to save the format.

Should you need follow-up questions, please let me know and I'd be glad to help.

1 Comment
QuickBooks Team

Re: Multiple information in invoice

Hello there, @Aslante,

 

Thanks for providing details about the multiple information on your invoice.

 

I suggest setting up the organization as the parent customer and the student as the sub-customer. This way, you'll be able to determine which applicants attended a particular organization.

 

 Here's how:

  1. Click the Gear icon at the top.
  2. Select Account and Settings under Your Company.
  3. Select Sales from the left pane.
  4. Click the Pencil (edit) icon on the Sales form content section.
  5. Enter sales rep in the Name field, then check the Internal and Public column.
    customfieldforsalesrep.PNG
  6. Click Save, then Done.

Please read through this article for additional guidance with the steps above: How to add custom fields to invoices.

 

You can then pull up and customize the Sales by Product/Service Detail report to see the information you need.

 

If you're using QuickBooks Desktop, you need to set up your student as a job to the organization, then run the Transaction List by Customer: Job report.

 

Here's how to customize your invoice to add the sales rep:

  1. Open an invoice.
  2. Go to the Formatting tab.
  3. Click Customize Data Layout.
  4. Enable Screen and Print by putting a checkmark beside REP.
    salesrep.PNG entersalesrep.PNG
  5. Click OK to save the format.

Should you need follow-up questions, please let me know and I'd be glad to help.