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Using subtotals, discounts, and other charges

From: QuickBooks Pro 2010 Essential Training

Video: Using subtotals, discounts, and other charges

When you add a subtotal item or a percentage discount or other charge to an invoice, those items interact with other items in the invoice table. A subtotal item simply adds up all the previous lines up to the last subtotal or the top of the table. A discount or other charge item that is setup as a percentage, applies that percentage to the value on the previous line, which means you have to add subtotals and percentage items to the invoice in the right place, or they won't do what do you want.

Using subtotals, discounts, and other charges

When you add a subtotal item or a percentage discount or other charge to an invoice, those items interact with other items in the invoice table. A subtotal item simply adds up all the previous lines up to the last subtotal or the top of the table. A discount or other charge item that is setup as a percentage, applies that percentage to the value on the previous line, which means you have to add subtotals and percentage items to the invoice in the right place, or they won't do what do you want.

To see how this works, on the homepage click Create Invoices. In the Customer List select a customer. In the Item Code cell, choose the items you want to add. Let's says some demolition work and some carpentry work. Suppose you want to discount what you charge for both of these services. If you add a percentage discount item after the carpentry item, QuickBooks applies the discount only to the previous line, which is the carpentry work.

So you have to add a subtotal. The subtotal adds up the amount for the lines up to the top of the table in this case. Now you can add the percentage discount item, 10% discount in this example. QuickBooks calculates the discount as a percentage of the previous line. Now suppose the customer also orders some products from you and wants you to ship them. We'll add a few products to this invoice. I'll add a second line of products to this invoice.

You want to calculate shipping as a percentage of the product cost. You'll need another Subtotal item to add up all of the product prices. The subtotal adds up the totals up to the previous subtotal. In this case the discount line. Now you can apply a Shipping Other Charge item to calculate the shipping. If you hadn't added the subtotal and discount for services to the invoice, this Subtotal below the products would add up all the prices for services and products.

Because the order of these items matters, you might worry about forgetting an item in the invoice. But you don't have to start over if you forget an item or add one in the wrong place. To insert a line somewhere in the invoice table, right-click the line below the position you want to add, then choose Insert Line on the shortcut menu. QuickBooks inserts a blank line. On the other hand if you've added an item in the wrong place, right-click the line and choose Delete Line.

Then you can insert a blank line where you want it and fill in the fields again. When you're done click Save & Close to save the invoice and close the dialog box. Discount and other charges that are setup as dollar amounts don't affect their neighbors the way the percentage based items do. You can add them wherever you want.

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This video is part of

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QuickBooks Pro 2010 Essential Training

69 video lessons · 21806 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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