Account Type in Invoice

Bagya1111 · ‎May 15, 2021

Hello People!

Hope you are all doing good.

I am using QB Desktop Ensterprise Software and new to QB usage.

Could you please help me with few of my questions?

1) Why does ACCOUNT TYPE in Invoice changes to "PROVISIONS OF BAD DEBT" automatically?

2) Why Account Type is "Provisions of Bad Debt", when Statements for Customers are created?

3) Does the manually created Sales Order, becomes OPEN ,when we add items to an existing Invoice (after emailing to customer), which is linked to this manually created Sales Order?

4) How to modify /replace / create new series number (e.g., 30000 to 39999) in an existing Memorized Sales Order Report in QB?

FYKI, when Invoices are created by clicking "Create Invoice" option in QB Sales Order (Sales Order which is imported to QB Desktop through TransactionPro) chooses Account Type as Provisions of Bad Debt, ALSO at times, when I click the CREATE INVOICE button to create Invoice, without create a Sales Order , the blank Invoice Template takes Account Type as Provisions of Bad Debt.

Thank You All!

With Warm Regards,

Bagya

Ryan_M · ‎May 15, 2021

Hi @Bagya1111,

I'm here to take care of your questions about QuickBooks Desktop (QBDT).

I believe what you're referring to in questions 1 and 2 is the same, which is the template. Templates in QBDT are sticky-based, which means that the last template used, which will be the same when you create a new transaction. It stays that way until you choose another template.

A sales order transaction that's tagged as Closed remains that way unless you manually change its status back to Open. This remains true even when you edit the invoice associated with the sales order.

To edit the sales order number for your memorized list, follow these steps:

Go to the Lists menu.
Select Memorized Transaction List.
Locate the sales order memorized transaction in question, then double-click to edit it.
Edit the S.O. NO. field to your desired transaction number.
Hit Save & Close.

See this article for additional information: Create, edit, or delete memorized transactions.

I suggest you view this article as well: Get started with customer transaction workflows in QuickBooks Desktop. It lists the different ways you can track customer interactions in QBDT, along with the links to related articles.

Let me know if have other questions about QBDT. I'll be sure to have your back here in the Community.

View solution in original post

Ryan_M · ‎May 15, 2021

Hi @Bagya1111,

I'm here to take care of your questions about QuickBooks Desktop (QBDT).

I believe what you're referring to in questions 1 and 2 is the same, which is the template. Templates in QBDT are sticky-based, which means that the last template used, which will be the same when you create a new transaction. It stays that way until you choose another template.

A sales order transaction that's tagged as Closed remains that way unless you manually change its status back to Open. This remains true even when you edit the invoice associated with the sales order.

To edit the sales order number for your memorized list, follow these steps:

Go to the Lists menu.
Select Memorized Transaction List.
Locate the sales order memorized transaction in question, then double-click to edit it.
Edit the S.O. NO. field to your desired transaction number.
Hit Save & Close.

See this article for additional information: Create, edit, or delete memorized transactions.

I suggest you view this article as well: Get started with customer transaction workflows in QuickBooks Desktop. It lists the different ways you can track customer interactions in QBDT, along with the links to related articles.

Let me know if have other questions about QBDT. I'll be sure to have your back here in the Community.

Bagya1111 · ‎May 16, 2021

Thanking you for helping me with your answers to my questions.

FYKI, I import the manually created Sales Order into QB through TransactionPro 7.0 software. At that time, the Account Type is in Provisions of Bad Debt.

At times, the Account type in Invoice template is ACCOUNTS RECEIVABLE (the correct one).

How to check about the User who had raised an Invoice / Statement of Customers in PROVISIONS OF BAD DEBT Account Type? (Which makes the template to take it, till the fields are manually changed).

How to fix it - so that the Template settings does not change?

Could you please guide me with procedure to include DISCOUNT field in NOTES Column available for each Customers in Customer Center?

Thank You.

With warm regards,

Bagya

@Ryan_M wrote:
Hi @Bagya1111,

I'm here to take care of your questions about QuickBooks Desktop (QBDT).

I believe what you're referring to in questions 1 and 2 is the same, which is the template. Templates in QBDT are sticky-based, which means that the last template used, which will be the same when you create a new transaction. It stays that way until you choose another template.

A sales order transaction that's tagged as Closed remains that way unless you manually change its status back to Open. This remains true even when you edit the invoice associated with the sales order.

To edit the sales order number for your memorized list, follow these steps:
Go to the Lists menu.
Select Memorized Transaction List.
Locate the sales order memorized transaction in question, then double-click to edit it.
Edit the S.O. NO. field to your desired transaction number.
Hit Save & Close.
See this article for additional information: Create, edit, or delete memorized transactions.

I suggest you view this article as well: Get started with customer transaction workflows in QuickBooks Desktop. It lists the different ways you can track customer interactions in QBDT, along with the links to related articles.

Let me know if have other questions about QBDT. I'll be sure to have your back here in the Community.

Jovychris_A · ‎May 16, 2021

On behalf of my peer's response, I'm here to share some information, @Bagya1111.

I want to make sure that this is taken care of by the right support. You can check the answer from the TransactionPro 7.0 Care team since they are the ones who knew the setup to keep the template settings worked as it was in QuickBooks Desktop system. The setup needs to be reviewed by them to get a favorable outcome.

Also, you can run the Audit Trail report to check about the User who had raised an Invoice/Statement for customers in Provisions of Bad Debt account type. Simply click the Reports menu and then select Accountant & Taxes to choose Audit Trail. From there, click Customize Report and go to the Filters tab to search the Account to include a specific type of account or multiple accounts. Then search for the Transaction Type in the Filters tab to include Multiple Transaction Types such as invoices, customer statements, and sales orders. Lastly, hit OK.

Currently, we're unable to include the discount field in the notes column/tab. I know this could help a lot to easily assign discounts to specific customer notes. In the meantime, you can check our Firm of the Future site for upcoming updates and feature enhancements. I'd also suggest sending us feedback about this functionality. You can go to the Help menu and then select Send Feedback Online.

You might also want to check out this article to know more about customizing form templates and use custom field in QuickBooks Desktop:

Use and customize form templates.

Create and use custom fields in QuickBooks Desktop

If you have other concerns with QuickBooks Desktop such as editing and customizing sales templates and some features, please leave us a reply below. I can help you anytime. Have a prosperous day ahead!