Question

Can I Print client statement and exclude sub-client

Forum|Forum|1 year ago
August 26, 2024
2 replies
0 views

I would like to Print a client statement and exclude sub-clients from the statement. I only want a statement for the Parent not the sub. Is that possible?

QuickBooks Online

L

LeizylM

QuickBooks Team

Yes, it's possible to print a client statement in QuickBooks Online (QBO) and exclude sub-clients, mattstas.

When setting up the customer, ensure that you uncheck the Bill parent customer box. This is to prevent any sub-customers from appearing on the statement and will only include the parent customer’s transactions.

Here's how:

Go to Sales from the left navigation bar and click the Customers tab.
Select the sub-client you want to exclude from the statement.
Click on the Edit button.
Uncheck the Bill parent customer box.
Click Save.

For more insights into this feature, check the following article: Use the bill parent customer option on invoices in QBO.

For future reference, visit this article if you want QuickBooks to automatically process your customer payments and categorize them into the correct accounts: Record invoice payments in QuickBooks Online.

I'll be right here to keep supporting you if you have other questions aside from customer statements. The Community forum is always available to help you.

M

mattstas1234Author

Thanks for your response. I have tried that and I receive an error that says this:

"You cannot change who this client bills with because there are invoices for the parent that include charges for this client, or there are payments from the parent that pay off invoices for this client. Delete all payments or invoices to this client's parent which link to this client."

But this error makes no sense to me because there is a sub-client of a parent, assuming I have created an invoice for the sub-client then there will always be "invoices to this client's parent which link to this client".

Can I only uncheck this box once all sub-client invoices have been paid and none are outstanding?

E

Erika_K

QuickBooks Team

Thank you for your prompt response and for following the suggested resolution of my colleague, matt. I appreciate your attention to this matter. Let me contribute further to the discussion by providing additional details about printing client statements. Specifically, I want to clarify how to exclude transactions related to sub-clients from these statements. Let me elaborate on the steps and considerations for excluding sub-client transactions to avoid any potential confusion and to facilitate a smoother execution of this task.

This error occurs when transactions are associated with a sub-client while payments are recorded under the parent client. In this case, if you've processed payments for this sub-client, delete the payment first, and then use the +New button to record a Receive Payment. In line with this situation, you can use the Audit Log feature. This tool allows you to review the details of the deleted transaction, which you can then use to recreate the payment accurately. Alternatively, you can run the Transaction List by Customer report or other reports containing customer activities. Following these processes will ensure you have a clear record of customer payment information, which will help you in recreating the payment. Once these steps are done, you can uncheck the Bill Parent Customer box without encountering any errors.

I'll guide you through the step-by-step process:

Find the associated payments and delete them.
After that, go to the + New button.
Under the Customers column, choose Receive payment.
Enter the necessary details, and click Save and close.
Then, navigate to the sub-client in question and uncheck the Bill parent customer box.
Once done, navigate to the sub-client and uncheck the Bill parent customer box.

However, if you've deposited these payments, I highly recommend consulting an accountant. Given the potential complexities involved, directly consulting an accountant can provide you with expert guidance and ensure that these adjustments are made correctly.

Moreover, I understand the benefits of this feature to your business. While printing a parent statement excluding the sub-clients without unchecking the Bill parent customer box isn't available, I encourage you to submit your idea or feedback for having this functionality directly to our Product Development Team. Your input helps us address any issues you may have encountered, contributes to improving our products, and guides us towards our development process and ensuring that we deliver the best possible experience to all our customers.

I'll show you how you can send one:

Locate the Gear icon.
Under Profile, choose Feedback.
Enter your feedback suggestion.
Hit the Next button.

You can stay up-to-date with the latest news about product enhancements by reviewing Intuit's Product Updates webpage.

Alternatively, you also have the option to download the statements as a PDF file tailored for a specific parent customer or client. Once you have the PDF file, you can make modifications to it using external software or tools outside of the original program. This flexibility allows you to customize the document according to your needs and preferences.

Your feedback is crucial for addressing any challenges you've faced and plays a significant role in improving our services, matt. If you require additional clarifications or adjustments are needed, comment below. The Community space is available 24/7 to assist. Thank you for your attention to this matter and your continued collaboration.

M

mariojrb_

I can provide you with clear guidance on deleting and receiving payments in both your parent and sub-accounts, mattstas1234.

To clarify the steps provided by our colleague Erika_K is to ensure you can untick the Bill parent client box which is an essential step to exclude the sub-client open invoices when you create a statement for the parent client.

If there are no payments to delete, let's consider the possibility of the existence of past sub-client invoices that were paid by the parent client which is the cause of the error when you tried to untick the box. I suggest running the Invoices and Received Payments report to view all paid invoices associated with the parent and sub-client.

Here's how:

Go to Report, then look for the Invoices and Received Payments Report.
Look for the Report period, select All Dates
Find the Customize button.
Filter (Place a checkmark for the parent and sub-client at issue).
Hit Run report.

If there are Payment transactions listed on the report, I suggest clicking on the payment transaction if it shows that the parent client paid the sub-client invoice. If this is the case, please know that the only way is to delete and recreate the invoice payments and ensure that the sub-client invoices are paid by the sub-client.

Once done, you can untick the Bill parent client box and move past the error. I understand that this is a long process. Therefore, I suggest downloading the PDF statement for the parent client and editing it outside of QuickBooks Online (QBO), as a workaround.

Furthermore, I know how important this transaction is to your business. I encourage you to submit your idea or feedback for this functionality directly to our Product Development Team. Your feedback helps us address any issues, improve our products, and deliver the best experience to all our customers.

Here's how:

Locate the Gear icon.
Under Profile, choose Feedback.
Enter your feedback suggestion.
Hit the Next button.

Additionally, you can read this helpful article on generating reports for your sales forms and other transactions in QBO: Run reports in QuickBooks Online.

Feel free to come back if you have any further concerns about printing statements, invoices, and receiving payments in QBO. We're always here to have your back.

M

mattstas1234Author

I appreciate all of the feedback but if the solution is to go back and delete all past payments that is not an option. This client/subclient has payments going back 10+ years so it is really not an option. It sounds like the workaround of editing the pdf is really the only option.

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