Fixing Common QuickBooks 2015 Invoice Mistakes - dummies

Fixing Common QuickBooks 2015 Invoice Mistakes

By Stephen L. Nelson

You’re not a perfect person. Heck, nobody is; everyone makes mistakes. Mistakes in QuickBooks 2015 are also bound to happen. You don’t need to get worked up over mistakes that you make while entering information in invoices because here are some tips for fixing the most common mistakes that you might make on your invoices.

If the invoice is still displayed onscreen

If the invoice is still displayed onscreen, you can just move the cursor to the box or button that’s wrong and then fix the mistake. Because most of the bits of information that you enter in the Create Invoices window are short and sweet, you can easily replace the contents of some fields by typing over whatever’s already there.

To start all over again, just click the Clear button at the bottom of the screen. To save the invoice after you’ve made your changes, click the Save & New button.

If you need to insert a line in the middle of the invoice, right-click to display a contextual menu and then choose Insert Line or Delete Line.

If the invoice isn’t displayed onscreen

If the invoice isn’t displayed onscreen and you haven’t yet printed it, you can use the Next and Previous buttons, which appear on the Main tab and show pictures of left-pointing and right-pointing arrows, to page through the invoices. When you get to the one with the error, simply fix the error.

If you make an error fixing the invoice, you can click the Revert button to go back to the saved invoice. The Revert button replaces the Clear button when you’re viewing an existing invoice — that is, an invoice that you’ve already saved.

If you printed the invoice, you also can make the sort of change that you see above. For example, you can page through the invoices until you find the one (now printed) that has the error. And you can correct the error and print the invoice again. You may not want to go this route, however, if you’ve already sent the invoice.

You might want to consider fixing the invoice by issuing either a credit memo (if the original invoice overcharged) or another invoice (if the original invoice undercharged). The reason you should issue a credit memo or another invoice is that life gets awfully messy if you and your customer have multiple copies of the same invoice floating around and causing confusion.

Deleting an invoice

You also can delete invoices. Procedurally, deleting an invoice is easy. You just display the invoice in the Create Invoices window and then either click the Delete button or choose Edit→Delete Invoice. When QuickBooks asks you to confirm your deletion, click Yes. Read the following paragraph first, though, because you may not want to delete the invoice.

Even though deleting invoices is easy, it isn’t something that you should do casually or for fun. Deleting an invoice is okay if you’ve just created it, only you have seen it, and you haven’t yet printed it. In this case, no one needs to know that you’ve made a mistake. It’s your secret.

The rest of the time — even if you create an invoice that you don’t want later — you should keep a copy of the invoice in the QuickBooks system. By doing so, you have a record that the invoice existed, which usually makes it easier to answer questions later.

“But how do I correct my books if I leave the bogus invoice?” you ask.

Good question. To correct your financial records for the invoice that you don’t want to count anymore, simply void the invoice. The invoice remains in the QuickBooks system, but QuickBooks doesn’t count it because it loses its quantity and amount information.

Good news — voiding an invoice is as simple as deleting one. Just display the invoice in the Create Invoices window and then choose Edit→Void Invoice. Or, click the drop-down arrow beneath the Delete button and choose Void from the menu QuickBooks displays.