Sort Order Details
QuickBooks does not provide a way to easily rearrange the sequence of the detail lines in an order. CCRQInvoice provides you with the ability to sort the details by several fields.
USE THIS FEATURE CAREFULLY: Please note that there are a number of cautions when using this feature:
• QuickBooks tries to“connect” estimates, sales orders and invoices as you work with them. A sales order can generate multiple invoices if you make partial releases. Estimates can be broken into multiple sales orders or invoices (“progress invoicing”). If you do any of these processes, QuickBooks makes the assumption that the order of the details in the invoice is the same as the order of the details in the estimate or sales order. If you sort the invoice you may lose the connection between the estimate or sales order and the invoice.
If you are using estimates and progress invoicing, or if you are using sales orders and making partial shipments, we strongly recommend that you sort the original document before you derive any other documents. That is – sort the estimate first, before you make progress invoices, or sort the sales order first, before you make partial shipments.
• Subtotals – the program will treat subtotals as “breaks” in the sorting process. This splits the order into sections, based on the subtotal. It will sort items within the subtotal groups. This is the only way that QuickBooks can continue to process subtotals correctly.
• Discounts should always stay with the item that precedes it in the order, but you should examine this after sorting.
• Group items will be sorted properly, but items within a group will usually not be sorted.
• Subitems will be considered by their entire name. That is, if you have an item “ABC” which is a subitem of “XYZ”, it will be sorted as “XYZ:ABC”.
• Processing may be slow: This feature works best if you work with a small number of orders at a time. Due to the limitations on how QuickBooks manages order details, the sorting process can be quite involved and time consuming. We will discuss ways to optimize sorting later in this document.
• Multiple Users may create some problems if they are all working with this same feature. This program works best if only one person is working with it at a time. Note that you can have multiple users accessing this information and sorting orders – but if two people load orders on the screen at the same time, and then both try to sort the same order, one of them will get an error message saying that there is a problem. Note that the order information will not be damaged – the only problem is that one of the users will see the error message and won’t be able to work with that order. This shouldn’t be a problem, as the order will be sorted properly.
• Sales Tax Items: Sorting may not work correctly if you add a sales tax item in the body of the invoice.
• Unit of Measure: If you are sorting an order and you are using the unit of measure feature of QuickBooks, sorting will set the units back to the base unit of measure if you have a 2007 version of QuickBooks or older. If you have the 2008 or newer version of QuickBooks then units of measure are preserved.
Process with CCRQInvoice