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Frequent Contributor *

How to add my account details for invoice ?

I am on quickbooks online, can we add an account for invoice, so that the transaction amount reflects on my chart of accounts

7 Comments
QuickBooks Team

Re: How to add my account details for invoice ?

Hello there, nikhil118.

 

When you create an invoice, adding an account is unavailable. The transaction will still be included in your Chart of Accounts. It will be added to the income account you've selected in setting up the product or service.

 

You can check this article to guide you on setting up the item.

 

You can follow these steps to check the transactions on your Chart of Accounts:

  1. Hover your cursor to Accounting. Select Chart of Accounts.
  2. In the search field, search the name of the income account you've set up.
  3. Hit Run Report.
  4. Click the Customize button. Set the correct reporting date.
  5. From the Filter section, select Invoice on the Transaction type drop-down. Then, Run report.

If you have other questions about invoices, please let me know.

Frequent Contributor *

Re: How to add my account details for invoice ?

Hi  @AlexV  Thank you so much for replying, I have seen Item object it only accepts certain kind of accounts. I need an Accounts Receivable account type for my item. I have tried adding account id to invoice body 

{
"Line": [
{
"DetailType": "SalesItemLineDetail",
"Amount": 102,
"SalesItemLineDetail": {

"TaxCodeRef": {
"value": "28"
}}}],
"CustomerRef": {
"value": "1"
},
"DepositToAccountRef": {
"value": "130",(account id)
"name":"test Accounts Receivable (Debtors)"(account name)
}
}

this adds amount into Accounts Receivable chart not to test Accounts Receivable(Debtors)

 

 

QuickBooks Team

Re: How to add my account details for invoice ?

Hello nikhil118,

 

Thank you for adding more details on this thread. It would be my pleasure to help share additional clarification about using the Accounts Receivable account in QuickBooks Online.

 

When creating products and services in the system, you'll only have the option to choose income and expense accounts. Using the Accounts Receivable account is only applicable when you create invoices and make payments to the money owed to your business.

 

For more insights, I'm adding the support link that I'm sure you'll find helpful:

 

https://quickbooks.intuit.com/features/accounts-receivable/.

 

I also recommend seeking expert advice in terms of choosing the right accounts for your items to ensure your books will be accurate.

 

Fill me in for any additional questions or concerns with using the accounts available in the system. The Community will keep an eye out on your response.

Frequent Contributor *

Re: How to add my account details for invoice ?

Hi @AlcaeusF  thank you so much for replying, is there a way to link any kind of account(for now its  Income account, Accounts receivable,Current tax liability ) to my invoice like I have a set of entries (fmcg,delivery charges,processing charges) into invoice, Now I want to link fmcg with A/R fmcg (account name) , delivery charges with  Delivery Income( account name), processing charges with Processing fee income(account name) 

please see this attachment it is a reference to invoice 

 

Thanks :)

Highlighted
QuickBooks Team

Re: How to add my account details for invoice ?

Hey there, grow_quick. Thank you for sharing a screenshot here.

 

The invoice is already an Accounts Receivable transaction. That said, linking accounts won't be possible because doing this will only create two posting entries in the A/R. Based on your screenshot, I can tell that you've been doing the workaround.

 

To achieve what you want, you can create service items and name them FMCG, Delivery Charges, and Processing Charges. Then, just use the income account where you want them to be posted. Lastly, run a Transaction Journal to see that both the Accounts Receivable and Income account are affected.

 

To create a service item:

  1. Click the Gear icon in the upper right-hand corner of the Dashboard.
  2. Under Lists, select Products and Services.
  3. Click the New button in the upper right-hand corner.
  4. Select Service.
  5. Enter the name (i.e. FMCG, Delivery Charges, and Processing Charges).
  6. Select the account on the Income account drop-down.
  7. Click Save and close.

To get a Transaction Journal:

  1. Open the invoice.
  2. Click More at the bottom.
  3. Select Transaction Journal.

I'd also suggest visiting our Intuit Developer's forum. They can help you with any inquiries about the API integration.

Keep me posted if there's anything else that you need help with.

Frequent Contributor *

Re: How to add my account details for invoice ?

hi @SophiaAnnL  first of all thank you so much for replying, I have tried that when @AlexV  suggested, but yes running Transaction Journal has clearly shown me whats happening with accounts.

1. Can I know do we have any api which can mark that invoice as paid(amount received)

2. When manually  clicking receive payment and running Transaction Journal it still shows amount in accounts-receivable, I think it should move from A/R to some income account (correct me if wrong). can you please suggest or help me :)

I am adding a screen shoot for reference (after clicking receive payment)

Moderator

Re: How to add my account details for invoice ?

Hi there, grow_quick.

 

I appreciate adding details and screenshot. For your API concern, you can visit this link: https://help.developer.intuit.com/s/. 

 

With regards to the Transaction Journal, the amount in A/R is still showing because when you run the Journal, you use the invoice transaction and there is no payment reflected yet.

 

Try to pull up a Balance Sheet report to check if the amount is still showing in A/R.

 

If I can be of additional assistance with Reports, I'm just a click away.

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