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Tuesday, December 22, 2009

Adding payments and balance due to a customer invoice

How do you include partial payments made and balance due on a customer's invoice?  Use the Customize feature in the customer invoice.  Choice the Intuit invoice that best suits the service or product you are invoicing for then select "Cutomize".  Quickbooks will prompt you to make a copy of this invoice.

Click on the "Additional Customization" tab that appears in the lower section of the Customize window, then chose the "Footer" tab.

Check the "Payments/Credit" box and the "Balance Due" box.  Quickbooks will tell you that you are creating fields that will overlap.  Chose the "Continue" button on this warning.  The preview screen will show you the new boxes overlapping the body of the invoice.  From here chose the "Layout Designer" button.  With the Layout Designer you can move and re-size the data and title boxes in the invoice form as desired.

In the Layout Designer click on the part of the invoice you want to modify.  You will see it highlited with the central boxes to make the box smaller or larger.  Resize the body of the invoice to fit above the Payments/Credits box.

When you click on any box on the invoice form the lower left corner of the Layout Designer will tell you what box you are modifying.  When adding the Balance Due to an invoice be sure to delete the "Total" label and data field.  If you forget to do this your customer will see a Balance Due and a Total that may not be the same.

Once you have re-sized all the fields and nothing overlaps, click "ok".  You will be returned to the Customize window.  Review what your invoice will look like in the preview box.  If you wish to modify it further, simply chose the Layout Designer button again and continue with your  modifications.  From here chose the "Manage Templates" button at the top of the Basic Customization window.  Click on the Template Name and rename the copy invoice as desired, then click "ok".

Once the preview in the Customize window meets with your satisfaction click "ok".

Now you can use this same customized invoice when ever you want to show the payments applied and the balance due on an invoice.

This material is for informational purposes only and not intended and financial, legal or tax advice. Please consult your finance, legal or tax professional to confirm the accuracy of all information. Quickbooks is a registered product of Intuit.

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