Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Adding items to an invoice

From: QuickBooks Pro 2010 Essential Training

Video: Adding items to an invoice

After you fill in the header of an invoice, it's time to do the serious lifting. Filling in all the items that make up the invoice. As you learned in the chapter Setting Up to Sell Services and Products, items can represent the things you sell to customers. But they can also be subtotals, discounts, and other charges. The good news is that QuickBooks pulls information from item records to fill in some of the fields. So adding items to the invoice table and footer is easy. To work on an invoice, on the homepage click Customers.

Adding items to an invoice

After you fill in the header of an invoice, it's time to do the serious lifting. Filling in all the items that make up the invoice. As you learned in the chapter Setting Up to Sell Services and Products, items can represent the things you sell to customers. But they can also be subtotals, discounts, and other charges. The good news is that QuickBooks pulls information from item records to fill in some of the fields. So adding items to the invoice table and footer is easy. To work on an invoice, on the homepage click Customers.

In the Customer list select the customer whose invoice you want to edit. Bill Bond in this case. Then to edit the invoice double-click the invoice, here the number 7. The Create Invoices window opens just like it does when you create an invoice from scratch. If you think about it, the invoices that you sent to your customers are the same as the invoices or bills that your vendors send to you. So it make sense that the fields you fill in within an invoice table are similar to the fields you fill in when you enter a vendor's bill.

The main difference is that the Create Invoices window doesn't have an Expenses tab and Items tab. You add the products and services and any other type of item to the same table in the Create Invoices window. The order of the columns in the table depends on the invoice template you use. In the Intuit Product Invoice, the first column is Quantity. If you use the Intuit Services Invoice the first column is the item. Fill in the Quantity cell with the quantity for the item you're adding. In this case, 4.

If you don't add a quantity, QuickBooks acts as if you add just one of the item. In the Item Code cell choose the item you want to add. For example an interior door. QuickBooks fills in the description and the cost for one of the item in the Description and Price Each cells. On the Services Invoice, the Price column is labeled Rate. QuickBooks also calculates the total for the quantity you added, and puts that amount in the Amount cell.

In this case, the doors are $100 each, so the total for 4 is $400. QuickBooks also fills in the Tax cell with the tax code you assigned to the item. Tax tells the program that the item is taxable. Non tells QuickBooks to skip the item when it calculates the sales tax code owed. To add another item to the invoice click the first cell in the next row. Fill in the quantity and the item. For example, 2 and then exterior doors and you can see the QuickBooks fills in the Description and the Price Each and calculates the total amount based on the quantity.

In the next line choose Miscellaneous under the Construction parent item. This item comes with a generic description, Miscellaneous services, with no price defined. You can edit any item description on an invoice so the customer knows what it is. For example, you can change this generic description to Install doors. You can also change the price of an item on the invoice, whether the item record contains a sales price or not.

You don't have to fill in the Quantity cell. Initially QuickBooks copies the value from the Price Each or Rate cell into the Amount cell. But you can also simply type a value into the Amount cell, which makes sense for a service you provide for a fixed price. Below the invoice table are a few additional fields. As you add items to the invoice, QuickBooks totals the amounts and shows the total below the table where it says Balance Due. You can add a message to your customer by choosing one from the dropdown list, or you can create a new message.

These messages get added to the Customer Message list, so they aren't the place for messages that change with each invoice. QuickBooks automatically fills in the Tax box with a sales tax item from the customer's record, and the Customer Tax Code box too. If you want to add the invoice to a queue of invoices to be printed for mailing or sent via e-mail, turn on the To be printed or To be e-mailed checkboxes. You'll learn about the Add Time/Costs button and Apply Credits buttons in videos later in this chapter.

Finally, you can type a memo to yourself in the Memo box. This text doesn't appear on the invoice that you send to the customer. When you're done, click Save & Close to save the invoice and close the dialog box. Click Yes to confirm that you want to change this edited transaction. You can add lots of items to an invoice. In fact, if you add more lines than fit in the window you can scroll to see all the lines, then when you print the invoice QuickBooks uses as many pages as necessary to print it out.

Show transcript

This video is part of

Image for QuickBooks Pro 2010 Essential Training
QuickBooks Pro 2010 Essential Training

69 video lessons · 22320 viewers

Bonnie Biafore
Author

 
Expand all | Collapse all
  1. 8m 19s
    1. Welcome
      52s
    2. Editions of QuickBooks
      3m 24s
    3. QuickBooks bookkeeping basics
      2m 46s
    4. Using the exercise files
      41s
    5. Disclaimer
      36s
  2. 9m 12s
    1. Opening a company file
      2m 4s
    2. Using the QuickBooks menus and home page
      2m 49s
    3. Touring the Customer, Vendor, and Employee Centers
      2m 32s
    4. Navigating between QuickBooks windows
      1m 47s
  3. 10m 50s
    1. Gathering the information you need
      2m 4s
    2. Creating a company file
      5m 33s
    3. Converting from another program
      3m 13s
  4. 8m 19s
    1. Naming and numbering accounts
      3m 36s
    2. Creating an account
      2m 26s
    3. Making an account inactive
      2m 17s
  5. 14m 50s
    1. Creating a customer profile
      3m 40s
    2. Adding customer information
      4m 33s
    3. Creating a job
      2m 18s
    4. Making customers inactive
      1m 39s
    5. Creating a vendor
      2m 40s
  6. 43m 35s
    1. Why use QuickBooks items?
      2m 59s
    2. Creating a service item
      4m 26s
    3. Setting up time tracking
      2m 53s
    4. Entering time
      4m 19s
    5. Tracking mileage
      4m 34s
    6. Creating an inventory item
      6m 7s
    7. Creating a non-inventory item
      3m 34s
    8. Setting up sales tax
      6m 59s
    9. Setting up discounts and charges
      3m 46s
    10. Creating a group of items
      2m 16s
    11. Making items inactive
      1m 42s
  7. 30m 46s
    1. Creating a purchase order
      3m 8s
    2. Entering a bill
      4m 37s
    3. Recording inventory you receive
      3m 47s
    4. Paying bills
      4m 5s
    5. Handling a credit from a vendor
      5m 2s
    6. Writing a check for expenses
      3m 17s
    7. Paying with a credit card
      1m 40s
    8. Paying with cash
      2m 53s
    9. Paying sales tax
      2m 17s
  8. 35m 5s
    1. Understanding invoices, statements, and sales receipts
      2m 23s
    2. Creating an invoice and filling in header fields
      2m 55s
    3. Adding items to an invoice
      5m 7s
    4. Adding billable time and cost to an invoice
      5m 57s
    5. Using subtotals, discounts, and other charges
      3m 6s
    6. Creating an estimate
      2m 49s
    7. Handling a customer credit
      4m 57s
    8. Creating a statement charge
      3m 7s
    9. Producing a statement
      4m 44s
  9. 14m 44s
    1. Setting up print options
      4m 13s
    2. Aligning forms with printer paper
      3m 0s
    3. Printing one or more forms
      4m 29s
    4. Emailing a sales form
      3m 2s
  10. 14m 8s
    1. Receiving a payment
      3m 49s
    2. Assessing finance charges
      4m 9s
    3. Creating a sales receipt for a cash sale
      2m 39s
    4. Depositing payments
      3m 31s
  11. 10m 37s
    1. Preparing to reconcile a bank account
      1m 50s
    2. Reconciling transactions to your bank statement
      3m 14s
    3. Correcting discrepancies
      5m 33s
  12. 9m 51s
    1. Using the Report Center to find reports
      3m 0s
    2. Running a report
      3m 45s
    3. Printing or saving a report
      3m 6s
  13. 6m 8s
    1. Why use journal entries?
      3m 3s
    2. Creating a general journal entry
      3m 5s
  14. 13m 39s
    1. Creating a new user
      4m 58s
    2. Backing up your company file
      6m 10s
    3. Restoring a company file
      2m 31s
  15. 27s
    1. Goodbye
      27s

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now Already a member? Log in

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed QuickBooks Pro 2010 Essential Training.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferences from the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Learn more, save more. Upgrade today!

Get our Annual Premium Membership at our best savings yet.

Upgrade to our Annual Premium Membership today and get even more value from your lynda.com subscription:

“In a way, I feel like you are rooting for me. Like you are really invested in my experience, and want me to get as much out of these courses as possible this is the best place to start on your journey to learning new material.”— Nadine H.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.