Why do I need to set Sales & Invoicing preferences?
Sales & Invoicing preferences control how QuickBooks behaves when you enter a sale.
How do I set Sales & Invoicing preferences?
- Choose QuickBooks > Preferences.
- On the Preferences pane, select Sales & Invoicing.
- Set the preferences described below.
- Close the Preferences pane.
Show All
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Estimates. Click
Customer and/or job estimates are prepared if you want to use QuickBooks to create estimates. When estimating is on, QuickBooks adds a Create Estimates command to the Customers menu, and an Estimate button to the Customer:Job list. You can use either option to write a new estimate, or display an existing estimate. When this setting is off, it does not mean that you lose the estimates you have written — QuickBooks retains them even though you've turned estimates off.
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Warn me about duplicate estimate numbers. Select this option if you want QuickBooks to warn you when the estimate you are recording has the same number as an existing estimate. Checking for duplicate numbers slows QuickBooks a bit when you record an estimate. If you are unconcerned about duplicate numbers, clearing the checkbox lets QuickBooks record estimates faster.
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I want to create progress invoices from estimates. Select this option if you want to be able to
invoice a customer progressively through a project. If you using progress invoicing, you may have a situation where an item on one of your invoices has an amount of 0. If you don't want to have these items appear on the invoice, select "Don't print items that have zero amounts."
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Usual FOB. Enter the name of your
FOB site, if you have one. FOB, which stands for “free on board,” refers to the site from which you usually ship your invoiced products. When you specify an FOB site, QuickBooks automatically fills in the FOB field on each sales form where the field appears.
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Usual shipping method. Enter the shipping method to automatically enter in the Ship Via field on each form where the field appears.
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Default markup percentage. Set the percentage markup to use to calculate the sales price of items that have both a cost and a sales price. You do not need to enter a % sign. You'll see the effect of the default markup percentage when you create inventory part, non-inventory part, service, and other charge items. When you enter the item's cost, QuickBooks automatically calculates the sales price and enters it in the Sales price field. For example, entering a cost of $10.00 when the markup is 25% causes QuickBooks to fill in the sales price as $12.50.
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Track reimbursed expenses as income. Track an expense and your customer's reimbursement for the expense in separate accounts.
When this preference is on, QuickBooks adds this checkbox and field to the New and Edit Account windows for expense accounts:

When this setting is off, QuickBooks does not let you track customer reimbursements in a separate income account. The income you receive for reimbursable expenses posts to the expense account, thus canceling the original expense.
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Automatically apply payments. Automatically apply a customer's payment to the outstanding invoices for that customer. If the amount received is less than the customer's outstanding balance, QuickBooks applies the payment to the oldest invoices first.
When this setting is off: QuickBooks does not automatically apply customer payments. You must specify how to apply a payment when you are in the Receive Payments window.
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Automatically calculate payments. When this preference is on, you can select an invoice in the table of the Receive Payments form before entering an Amount Received, and QuickBooks prefills the amount of that selected invoice into the Amount Received field. QuickBooks continues to automatically calculate the Amount Received based on the invoices you select or deselect for that payment.
When this preference is off, QuickBooks does not automatically calculate payments. You need to click Auto Apply to see the results of your payment on the amounts for selected invoices.
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Warn about duplicate invoice numbers. Let QuickBooks warn you when you try to record a invoice that has the same number as a previous invoice.
The warning causes QuickBooks to take more time to record a invoice. If you are not concerned about duplicate numbers, do not select this preference.
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