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QBooks 2002: How to RE-STATE PREVIOUS INVOICES and add a Discount???

Sorry for the long-winded message...

Here's the setup: Imagine that over a few weeks, I have recorded in 'Quickbooks 2002' three invoices which have been issued to the same customer. Each of these invoices has yet to be paid.

Each invoice pertains to a distinct stage of a single Customer "Job". No invoice contains line items which make reference to other invoices. In other words, there's been no 'Outstanding Balance due on Previous Invoice - $300' -type invoice line items in any of the invoices. Each Invoice has only covered its own distinct time period of service on the customer's project, as in:

Invoice #1: Service (6/1/05 - 6/4/05) - $600 Invoice #2: Service (6/23/05 - 6/27/05) - $1200 Invoice #3: Service (7/15/05 - 7/15/05) - $300

I have now told the customer that I have agreed to a certain discount on the balance owed on the 3 outstanding invoices.

Using Quickbooks 2002, I want to now issue the customer new paperwork which fully expresses where we are at the moment; in other words, paperwork that lists a reminder of the balance owed on each separate invoice, followed by the item listing the Discount that I have now agreed to. ... sort of like this:

Invoice #1: Service (6/1/05 - 6/4/05) $600 Invoice #2: Service (6/23/05 - 6/27/05) $1200 Invoice #3: Service (7/15/05 - 7/15/05) $300 Discount: Delivery of XYZ no longer required -$700 Balance Due: $1,400

1) What's the best way in Quickbooks 2002 to create the new paperwork? Should I create a new Invoice, give each outstanding invoice it's own line and then subtract a 'Discount' amount as the fourth item in the invoice? If not, how do you suggest I go about the new paperwork?

2) No matter what form you suggest the new paperwork should take... Given that the previous invoice's items are going to be 're-expressed' elsewhere in Quickbooks (perhaps in another invoice) how should the previous invoice records in Quickbooks be handled? Void them? Or what?

Thanks in advance for any help you can give!

Reply to
Alan Mailer
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I'd modify the existing invoices and re-print them.

Reply to
HeyBub

What if you were to issue a Credit Note instead, with 3 line items, each showing the amount you are giving as a discount and a description that reads: 1) discount given, re: Invoice #1 ($60.00); 2) discount given, re: Invoice #2 ($120.00); 3) discount given, re: Invoice #3 ($30.00). Make sure you set up a Discount item, and make the default account a Contra Revenue account (or an Expense account) called "Customer Discounts". You then provide a statement showing the net amount owed by the Customer.

Unfortunately, this is the only way to do this because unless you delete each of the previous invoices, you will be INCREASING the amount the customer owes you instead of DECREASING it.

Reply to
S.M.Serba

Are inventory items involved?

One way is put the cursor on the top line and hit ctrl+insert twice. Tab into the description and: "REVISED INVOICE DATE TO SHOW DISCOUNT DUE FOR REASON."

Now drop down to the bottom of the invoice and enter your discount item and the amount. However if inventory is involved, you'll have to be sure the correct number of items is taken upon the invoice. Instead of the discount item you may need to adjust the number of items coming out of inventory.

Reply to
Golden California Girls

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