Print and email later check boxes in Memorized Transactions

Hi there, FrankB1.

The option to customize the memorized transactions and add a column is unavailable. However, we can run a report and then add the Print status.

Just a heads up, we can only add the Print status and not the Email option. I'll use the Customer Balance Detail report as an example. Let me guide you how:

1. Click the Reports menu.
2. In the Customers & Receivables drop-down, select Customer Balance Detail.
3. Click the Customize Report button.
4. Select and enter Print under COLUMNS on the Display tab.
5. Go to the Filters tab.
6. Enter Printed Status and then select Either.
7. Click OK.

Also, you can look for a third-party application that can add the two columns on the report. You can do that by going to our Apps page.

Feel free to save these articles about memorize transactions:

• Create, edit, or delete memorized transactions
• Get started with customer transaction workflows in QuickBooks Desktop

I'm just a post-away if you need help. Keep safe!

Thanks for the fast response. I customized the report as you suggested and I do get an X for some invoices that were created manually. None of the memorized invoices have an X. I am not sure how to interpret this info. You indicated that there was an Add-in that could provide an additional field. I searched the add-in but I was unable to fine one that gives me this option. Could you identify one that might work?

thanks

Frank

Hello there, @Frank_B.

Let me further guide you in interpreting the information indicated on the customized report (i.e., Customer Balance Detail) in QuickBooks Desktop (QBDT). Then, provide insights about connecting add-ins (third-party applications). This way, you can effectively monitor your memorized transactions.

When an invoice transaction utilizes the Print Later option, there'll be an "X" indicated under the Print column. With this, I'd recommend double-clicking the ones that don't have the X mark to open their details and identify whether the Print Later feature is selected or not. Please see the screenshot below for your reference.

On the other hand, add-ins or third party applications can be very convenient and often provide efficient solutions to your company's reporting needs. There are a variety of applications that can help you in providing necessary fields on your reports. However, we're unable to recommend one for security requirements and integration policy. You may go back to the QBDT Apps page and search for the best one that suits your reporting essentials.

In the meantime, I'm adding this article to learn more on how QuickBooks generates reports: Understand reports. It also includes the complete list of available reports in QBDT along with their description.

I'm just around to help if you have other concerns about customizing reports or memorized transactions inquiries in QuickBooks. Take care always.

We import 1000 invoices into quickbooks desktop 2023 using transaction pro 

1) if we run a credit card for the invoice after it has been imported and is marked “email later”. The invoice marked as “email later” waiting to be sent does not update to show a $0 balance - is there a way to fix that?

2) if not is there a way to quickly marked 1,000 invoices as “email later” without having to go into each customer one by one 

thx 

I'm happy to assist you with managing your invoices, @GL25.

You can zero out invoices in QuickBooks Online by creating a Receive Payment transaction. Doing so will mark the invoices as paid.

As for your question about emailing invoices, you can do it by batch. Ensure to enable the "Email later" checkbox when saving the invoice. 

Here's how:

1. Go to the File menu.
2. Click Send Forms.
3. Review the list of forms to email. Untick the checkbox for those you don't want to send.
4. Select Send Forms.

In case, you want to reset your email later settings, please check this article for the complete guide: Fix Email Templates Issue in QuickBooks.

If you have additional questions about managing emails to your invoices, click the Reply button below. I'll be willing to lend a hand. Keep safe always.

MelroseV

Thanks for the quick response - not sure I posed the question properly 

1) we are using QB Desktop 2023

2) Each month 2nd to last day of the month we import (using transaction pro) 1,000 invoices into QB.  They are all set up to “email later” and we see them when we go to File, Send forms.  So for example on 5/30/24 1,000 invoices will be imported into QB and dated 6/1/24 for our June billing and we see all of those invoice ready to be sent in Send Forms

3) on 5/31/24 - we process credit card payments for approx 400 of the 1,000 invoices at our customer request and apply then to those invoices but when we go to send the invoices in the “Send Forms” the 400 invoices that had payments applied do not reflect a $0 balance but rather the original balance that was imported on 5/30/24. Is there a way to get those invoice to reflect the proper /current balance without manually going in one by one and reentering?  Thanks

Hi there, @GL25. I appreciate the effort in sharing those details. Allow me to help you with getting those invoices to reflect the proper/current balance without manually going in one by one and re-entering QuickBooks Desktop.

The reason why the 400 invoices that had payments applied do not reflect a $0 balance, but rather the original balance that was imported, is because they are already marked as paid. However, in the Send Forms window, it will only show the amount of the invoice, even if it is already paid. Also, you don't need to manually go in one by one and re-enter invoices to reflect the proper/current balance since the zero-balance due will automatically flow to the invoice PDF once you send it to your customer, and a "paid" stamp will also be added. You don't have to manually reopen each invoice to make any changes. 

Additionally, you have the option to create and send customer statements which is a summary of their account, including recent invoices, credit memos, and payments received. You can also create and send a reminder statement to your customers, showing the amount owed on each invoice.

Moreover, I'd also recommend checking out this article to learn the different ways you can track customer transactions in QuickBooks Desktop: Get started with customer transaction workflows in QuickBooks Desktop

Rest assured that we are committed to providing you with the best information to help you manage your invoice transactions in QuickBooks. If you need any further assistance, please do not hesitate to contact us.

Thanks so much will give it a try

one additional question - when we update an address for a customer it updates for new invoices but not retroactive for prior invoices - is there a reason? Thx 

Yes, there is a reason for this behavior in QuickBooks Desktop (QBDT), @GL25. 

When you update a customer’s address in QuickBooks, the new address is applied to all future invoices but not to the existing ones. This is because each invoice is a record of a transaction that occurred at a specific point in time, and changing the address on an invoice would alter that historical record.

The address on an invoice is typically the address that was current at the time the invoice was created. Therefore, when you change a customer’s address, it doesn’t retroactively update the address on past invoices. This helps maintain the accuracy of your business records over time.

If you need to change the address on a specific invoice, you will need to do it manually for that particular invoice. However, please note that making changes to completed transactions can affect your reports and taxes, so it’s usually recommended to consult with an accounting professional before doing so. 

You can check out this article to learn the different ways you can track customer transactions in QuickBooks Desktop: Get started with customer transaction workflows in QuickBooks Desktop

Keep us posted if you have further questions about managing invoices in QBDT. I’m here to help. Take care. 

I have a follow up question.  The invoices imported using transaction pro and show up in the send forms tab,

However, the invoices that do not have a $0 balance do not have the link in the email to click and pay the invoice using a credit card or ach even though we have that feature and it is turned on.  When I go directly to the customer and click on the invoice to send the link is there but not the one that was imported?  What am I missing?  Thanks.

Let me help you fix this, GL25.

QuickBooks invoice streamlines the payment process for your customers, offering convenience and efficiency in settling outstanding balances directly from the invoices when adding a payment link

You'll want to configure and double-check that the payment setup from Transaction Pro to QuickBooks is correct. Otherwise, if you don't have access to it, you can reach out to the Transaction Pro Support team to help you with this. 

Furthermore, you can create rules to help QuickBooks match your Bank Feeds transaction. Consider reading this article for reference: Create Rules to Categorize Transactions in QuickBooks Desktop.

Keep in touch if you have further questions about invoices or payment links. We're always here to get you covered and ensure everything is taken care of.