Thank-you for your reply. I appreciate your willingness to help but I can't agree with the scenario you described and it is not consistent with the logical use of QB for order entry and processing. Nor is it consistent with the purpose of a "billable" item within accounting. It would also create the following problem within QB that would cause the customer to be billed twice for an item:
1. A customer places an order and you create a Sales Order in QB for the items the customer has ordered. Lets say there are 20 items on the Sales Order and you do not have item3 in stock. The purchase price to the customer for item3 is $2.
2. You create a Purchase Order directly from from the Sales Order for item3 at a cost from the vendor of $1. In your scenario, item3 automatically gets flagged as "billable". The purpose of creating the PO from within the SO is to fill in the information directly to avoid errors and save time .
3. When you receive item3 from the vendor, you create a bill and, since item3 is flagged as "billable", you will create an invoice to the Customer for $1. for item3. It doesn't make sense at all to bill the customer for the amount you paid for an item ($1. here) you intend to resell them on a Sales Order at a higher price.
4. When you ship the Customer's order, you create an invoice for the Sales Order and send it to the Customer. As part of that invoice, the Customer is billed $2. for item3.
Do you see the problem here? In this scenario, you would be sending your customer 2 invoices for item3 AND, if that isn't bad enough, the bill you send for $1 tells your customer what you paid for the item.
As I understand it, "billable" expenses are the expenses that are incurred by you on behalf of your customer in performing some work, services or supplies such as travel expenses, or other expenses that are not reflected on a Sales Order from a customer.
So the "bug", be it a software bug or a design bug is that items should NOT default to "billable" simply because you created the PO from the SO. It is a nice feature to be able to see what customer the item is for but this should not automatically flag it as billable. Also, the preference to disable "billable" should actually work.
Can we please admit this is a bug? If not, please try the scenario I described above which proves it.
I would add that even if you just add a PURCHASE ORDER first. Then proceed to receive items + bill it will mark the billable checkbox. (So no sales order, etc.)
All they have to do is add a link on the column label 'billable' to allow you to select all and de-select all by one click. That's all. Easy to solve on the spot in the meantime. Otherwise you have to click 1 by one and with many items -- a pain.
Your understanding of what constitutes a billable item -- is what I believe. They could either add a clear column box to at least make it one click. Ideally they just add an attribute on the item setup for any item to determine whether or not this is 'billable by default'.
One would never bill at cost or in the case of travel or hotel it typically involves pass-thru. I could also see getting prints from a printer -- and passing that thru as part of 'incidentals' expenses.