[Date Prev][Date Next][Thread Prev][Thread Next][Date Index][Thread Index]

Re: total newbie questions

On 2/11/07, Stroller <..hidden..> wrote:

On 12 Feb 2007, at 01:50, Keith Lowe wrote:
> ...
> I did this with AR-->Sales Invoice.
> I select the customer from the pull down.
> Question #1 - do I just make up an invoice number?  How do I know that
> I'm not using a duplicate?  Do I need to keep track myself?
> Quickbooks just auto increments the last invoice number you created.
> How does this work here?  Is this a good case of my having a "basic
> accounting" vs. "QuickBooks" mindset?

Leave it blank. The invoice number will be created when you email (,
print?) or post.

If you wish to start at a specific number then enter n-1 in System >
IE: if this field says "700" then the next invoice you create will be

You can also enter primitive formatting in that System > Defaults
field. IE: if you wanted invoice numbers to be in the format CAS00123
then you would enter "CAS00000" there and the appropriate fixed
letters and leading zeroes will be entered for each invoice.

> Moving on - when I hit Post, it says "Item not on file!" and then
> "What type of item is this, Part or Service" - where does it get this
> from?  I have one service defined, and it is number 1.  But putting a
> 1 in the Item or Number fields in Add Sales Invoice doesn't do
> anything.

Did you click update first?

"Post" actually commits the transaction. Normally you enter all or
part of the part number (in your case "1") & then click update - the
remaining fields (description &c) should then be automagically filled
in. You should ensure that ALL the invoice details are fully correct
before posting.

Note that I have seen similar behaviour when entering past invoices
into SL - if you enter a part and then click save and then create an
invoice in which you change the date on the invoice to last week.
Basically SL considers the part as unavailable _on the date of the
invoice_ - I think the way to deal with this is to enter an
appropriately earlier date in the "updated" field when creating the
part. I'm pretty sure you can also go & edit this field in already
existing parts, so that SL will accept them when entering past invoices.

Finally, double check you have saved the part by looking in Goods &
Services > Reports > All Items. Is it possible you clicked "update"
rather than "save"? I can see this is perhaps confusing terminology.

Yep, that's exactly what I did - clicked Save instead of Update.  As I
tried another example, it worked fine.  I could even print it and
email it!

I'm starting to see the differences in perspective between LSMB and
QB.  It really is a matter of thinking a little differently.  What was
Brian saying about beer helping? (-:

For the moment, I'm a happy camper - thanks for your help!

main 256-428-1983, cell 256-426-1485, fax 256-859-5512

Conditioned Air's business is built on people liking our service so
much that they tell their friends and neighbors.  For every new
customer you refer to us, we'll send you a check:

- $10 if they have any service work done
- $20 if they sign up for our home maintenance plan
- $50 if they purchase a new system