Based on an invoice created in QuickBooks, or based on item information entered into the tool, all customers that are chosen will have an invoice created with their own customer:job list information.
The advantage over memorized transactions is that when amounts change (for example there is a price increase on contracted services, or the Home Owner's Association approves a dues increase) there is no need to edit and re-memorize each transaction. Simply enter the new amount the next time and all invoices will reflect the change automatically.
This tool will work with versions 2003 and higher of Pro or higher products, including Enterprise Solutions 3 and higher. Microsoft Access 2000 or higher or the Microsoft Access runtime engine (available for free from www.q2q.us) is also required.
The cost of the tool is $119 and a fully functioning trial version is available for use with a limited number of transactions.
The process requires permission within QuickBooks for the tool to access the data, then an invoice can be entered into QuickBooks and used as the "template" for the invoices to be created with the customer specific information. Within the tool the steps are clearly detailed:
1. Enter the invoice number to be duplicated.
2. Open the QuickBooks data file.
3. Confirm the connection between the data file and tool.
4. Enter the criteria, if any, to decrease the size of the customer list to be used by the tool.
5. Copy the invoice and customer list into the tool.
6. View the invoice and select customers to receive a copy of the duplicate invoice.
7. Import the invoices into the data file.
8. View the status report.
We have found using this tool and managing the customers via customer type and/or custom fields for the customer to be much more efficient than memorized transactions. Not to mention much easier than editing each memorized transaction when a price change takes effect.
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Bonnie J. Nagayama, CPA (925-247-0100) has been featured by Intuit in their QuickBooks Advisor Spotlight and frequently teaches and consults on using QuickBooks to its maximum advantage. For a FREE weekly newsletter of QuickBooks tips and tricks, plus many free and low cost QuickBooks resources visit www.4luvofbiz.com.
