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How to convert account entry to invoice line

Newbie Quickbooks 2005 Pro question:

I'm working on a project and we need to convert account entries to invoice lines. This means that work was done on a project (and mostly finished in fact), that project is winding down but invoices are only now being prepared. Information for the work done on the project is at least partly contained in specific accounts - people did work and this was recorded in account transactions. Now we need to take those account transactions and move them to billable lines on invoices. Presumably this means that we need to link specific account transactions to items in the item list?

Thanks!

Reply to
kirtu
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Man, I hope someone here understands what you just said.... because it's clear as mud to me.

What are 'account transactions'? EVERY blooming thing in QuickBooks references 'accounts' - Quickbooks is a double-entry accounting software package. Just WHAT have you been doing?

Have you been entering statement charges? Have you been making G/L entries? Have you been receiving materials designated for specific projects?

Invoicing is a simple concept. Items are created in the item list, with information pointing to the specific account(s) they affect. For example, a service industry might have an income account for Labor. An item would be created, say '2-man crew' set up as a 'service' item, posting to the Account 'Labor'. When the job is finished, an invoice would be created, using the item '2-man crew'. In the P&L the income from the invoice would be found in the 'Labor' account.

If you have entered billable expenses for the customer:job, those expenses can be added to the invoice using the 'Time/Costs' button. That's about it. There is no function to link or to change 'account transactions' you entered by any other method.

Reply to
L

If you always recorded the customer job on all prior expenses (be they materials or work/services rendered) then they will have accrued for you. One way to see how much has accrued, and to help identify anything glaringly absent, is to use the Unbilled Costs By Job report. This is how you "link" customers/jobs to expenses. Always assign a customer/job to an expense where you can, even if you don't plan to bill the customer for it.

Reply to
Tee

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