Generate Invoice

This feature is used to create invoices from sales orders in QuickBooks. It will take all of the selected sales orders, sort them by customer, and generate one aggregate invoice for each customer that contains all of the appropriate sales order details.

In the Preferences function, in the Custom Features section, locate the Generate Invoice sub section.

In the  “QB Invoice Template” option select the invoice template that you want to use for your invoice in QuickBooks (note that it shows all templates, not just invoice templates, so be sure to select the appropriate one).

In normal operation the Generate function will combine sales orders from jobs with sales orders from the main customer, combining sales orders from different jobs into the one customer.. Therefore a sales order to “Vanelect:Job 1” would be combined with a sales order to “Vanelec”, and be invoiced to “Vanelec”. If you wish to have separate invoices for each customer then check the box next to “Create separate invoices by job”.

To operate the program select Generate from the menu. A window will open. Select the date range to work with (Custom lets you select specific dates) and click the “load orders” button. You will see the selected sales orders in the grid at the bottom. You can click on a single order and click “process selected”. Or you can click “process all”, but don’t do that if you have a lot of sales orders. You can select certain sales orders by using standard windows selection keys (alt, ctrl, etc.) and clicking “process selected”.

 

There is a progress bar that will show at the bottom but it is misleading – it only shows progress for a portion of the process and not all (sorry about that, but this is a quickly done first pass). Eventually you will see a result grid:

 

You can see any errors, and the invoice numbers that are generated. You can print or send this to Excel by selecting the “activities” button in the lower part of the window, and selecting print or export.