How to Customize a QuickBooks Report for Invoices
QuickBooks doesn’t provide a report that displays a simple listing of invoices (Date, Invoice Number, Customer, Amount on a single line). You can create this report using the following steps:
1. Choose Reports | Banking | Missing Checks (yes, that’s right, it’s not a typo) from the QuickBooks menu bar.
2. Click OK in the Specify Account dialog that opens (it doesn’t matter what bank account is displayed).
3. When the Missing Checks report opens, click Modify Report (Customize Report in QuickBooks 2012).
4. Move to the Header/Footer tab and change the text in the Report Title field to Invoices.
5. Move to the Filters tab and make the following changes:
• In the Current Filter Choices box, select the Amount filter and click Remove Selected Filter.
• In the Filter list, select Account and then select your Accounts Receivable account from the Account drop-down list.
• In the Filter List, choose Transaction Type and select Invoice from the Transaction Type drop-down list.
6. Move to the Display tab and deselect all columns except the following:
7. Click OK to save your changes.
A simple list of invoices appears, and QuickBooks inserts data about missing invoice numbers or duplicate invoice numbers in the appropriate places.
Most of the missing invoice numbers aren’t really missing (and therefore don’t represent deleted invoices). They’re usually Credit Memos, because credit memos use the same numbering sequence as invoices in QuickBooks (which is a really annoying paradigm).
If you want to see all the invoice numbers, including information about credit memos, make the following changes to the report customization:
• In the Filters tab select Transaction Type, choose Multiple Transaction Types in the drop-down list, and then select both Invoice and Credit Memo.
• In the Display tab, add the Column named Type so you know whether each line of the report is an invoice or a credit memo.
Memorize the QuickBooks report so you don’t have to go through this again (name it Invoices).
NOTE: You can eliminate the Paid column if you really want a simple list of invoices and use the QuickBooks aging report to track unpaid invoices.