How to Invoice a Customer in QuickBooks 2012 - dummies

How to Invoice a Customer in QuickBooks 2012

By Stephen L. Nelson

To invoice a customer in QuickBooks 2012, use the Create Invoices window to identify the customer and specify the amount that the customer owes. You can use more than one type of invoice form or one that you have customized.

1To display the Create Invoices window, choose the Customers→Create Invoices command.

QuickBooks displays a Create Invoices window.

2Identify the customer and, if appropriate, the job.

To do this, select the customer or customer and job combination from the Customer:Job drop-down list. Don’t worry about this “job” business if you aren’t familiar with it.

You should, however, understand how customers work. You must identify the specific customer that you are invoicing. You do this by selecting the customer from the Customer:Job list. If the customer is a new customer that you haven’t yet invoiced or described in the Customer List, enter a brief name for the customer — like an abbreviation of the customer’s business name — in the Customer:Job list.

QuickBooks then indicates that the customer doesn’t yet exist on the Customer List and asks whether you want to add the customer; indicate that you do. When prompted, supply the customer information that QuickBooks requests.

3Confirm or provide new invoice header information.

After you identify the customer, QuickBooks fills out the Date, Invoice, Bill To, and, possibly, the Ship To fields. You probably don’t need to change any of this information. You should review the information shown in these boxes to make sure that it is correct.

For example, you wouldn’t typically invoice someone unless you have already shipped the product or the service has already been provided. Therefore, you probably should confirm that the invoice date follows the product shipment date or the provision of service date. You may also want to confirm, for example, that the Ship To address is correct.

4Provide or confirm the Invoice field information.

Invoices include field information that records items such as purchase order numbers, payment terms, ship date, and shipping method. You should make sure that whatever QuickBooks shows in these field boxes is correct. If a customer has provided you with a purchase order number, for example, enter that purchase order number into the P.O. Number box.

Confirm that the payment terms shown in the Terms box are correct. Confirm that the date shown in the Ship field is correct. Not all these fields need to be filled for every invoice, but you want to supply any information that makes it easier for a customer to pay an invoice, tie an invoice to his or her purchasing records, and figure out how and when an item is being shipped.

5Describe the items sold.

How the columns area of your invoice looks really depends on whether you’re selling products or services. The columns area for a service looks simpler because you don’t provide much information when describing service items. In the columns area, you want to describe each item —each product or service — for which an invoice bills.

To do this, you use a single row for each item. The first item that you want to bill for, then, goes into row 1 of the columns area. For each item, you enter the quantity ordered, the code for the item, and a price or rate.

QuickBooks retrieves an item description from your Item List and places this data into the Description column. QuickBooks also calculates the amount billed for the item by multiplying the quantity by the price or rate. You can, however, edit both the Description and the Amount fields. If you edit the Amount field, QuickBooks recalculates the Price Each field by dividing the amount by the quantity.

6Use the Customer Message box at the bottom of the Create Invoices window to supply a customer message that appears at the bottom of the invoice.

If you’ve created a custom invoice form template that includes other footer information, these footer boxes also appear at the bottom of the Create Invoices window. You can use them to collect and transfer additional footer information.

7Click either the Save & Close button or the Save & New button to save your invoice.

Click the Save & Close button if you want to save the invoice and close the Create Invoices window. You use the Save & New button if you want to save the invoice and then enter another invoice into the blank version of the Create Invoices window.