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Creating an invoice and filling in header fields

From: QuickBooks Pro 2010 Essential Training

Video: Creating an invoice and filling in header fields

When you first create an invoice for a customer, the Create Invoices window looks like you have a lot fill in. But QuickBooks can actually pull information from your customer's record like the customers address, the payment terms you've given them and the sales tax they have to pay. It also gets info from item records to fill in the invoice table too. To get started, we're going to learn how to create an invoice, filling in the fields at the top of the form and then saving it. To create an invoice, on the homepage, click Create Invoices.

Creating an invoice and filling in header fields

When you first create an invoice for a customer, the Create Invoices window looks like you have a lot fill in. But QuickBooks can actually pull information from your customer's record like the customers address, the payment terms you've given them and the sales tax they have to pay. It also gets info from item records to fill in the invoice table too. To get started, we're going to learn how to create an invoice, filling in the fields at the top of the form and then saving it. To create an invoice, on the homepage, click Create Invoices.

If you use QuickBooks Premier, and turn on Time Tracking, the Create Invoices icon actually displays two commands, Create Invoices and Invoice for Time and Expenses. Here we just click Create Invoices. In the Customer Job dropdown list, choose the customer or job that you're invoicing, Bill Bond in this example. QuickBooks fills in the Bill To box with the customer's name and address from the customer record. QuickBooks fills in the date with today's date or the last date you used for a new invoice.

If you want to change the date, click the Calendar icon and choose the date that you want. QuickBooks calculates when the invoice is due based on the customer's terms. The program also increments the previous invoice number by one to get the new invoice number. QuickBooks has several built-in invoice templates. Each one includes different fields and some times places fields in different positions in the Form. You can choose a different template at any time without losing any of the information you've already added.

If you choose an invoice template for products, like the Intuit Product Invoice, the invoice header displays several additional fields for shipping. For example, you can choose an address other than the Bill To address for shipping the products. You can also choose how you are going to ship products in the Via dropdown list. F.O.B stands for Free On Board and it's the physical location where the customer becomes responsible for the shipment, in case of damage or loss.

If you assign the sales rep in the customer record, the rep shows up in the Rep box. You can also choose a rep for this invoice from the dropdown list. Although this video covers just the header information, you can't actually save a blank invoice. So for now I'm going to type Quantity, and pick an item to add to the invoice. Then to save the invoice and close the dialog box, click Save & Close to save it. When you save the invoice it appears as an Open Invoice for the customer.

It also increases the balance for your accounts receivable account, which is money that customers owe you. Now you can see how invoices fit into the money trail in your company books.

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This video is part of

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

69 video lessons · 22317 viewers

Bonnie Biafore
Author

 
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  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

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