would you like to use your advanced quickbooks skills
to find the most important information in your quickbooks file can you look at this bill and
figure out what invoice it was placed on it must have been placed on some invoice because
there's a little invoice picture instead of a check mark in the billable column
that's the same question as asking what bill or cheque did the charges on this invoice come from
you can see the charges but there's no way to find what bill it came from that's why
you need to watch the rest of this video finding bills by the invoice that they were placed on
which is basically the same thing as finding the invoices by the bills that were placed on them
if you have any questions about this topic you can leave them in the comments section below and
i'll do my best to help you and of course if you feel the video helped you i hope you will click
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time it would be extremely helpful to be able to find bills by the invoices they were placed on
or find invoices by the bills or checks that were placed on them now my clients ask me how to find
one from the other all the time right now there is no direct way no one-click solution to look at one
and find the other one day quickbooks desktop will have a feature that will show this and on that day
this video will become obsolete but you can always find this information if you look
carefully there are two different ways that you can find one from the other
the first method is to modify and compare two crucial reports and the other method
is to add a bill number to the memo field when recording invoices bills and checks
let's talk about the first method modify and compare two key reports we open one report
that shows all the invoices for a specific job then we open another report
that shows all the bills and checks for that same specific job then we compare the dates and amounts
and use logic to find which bill or check was placed on which invoice so first we'll start
with the report that shows the invoices we'll open the customer balance detail and filter only
for invoices and only for that one job and that's this we click you could click here because it's
in the icon bar but for those of you who don't remember it's reports customers and receivables
customer balance detail now this customer balance detail you click customize the report
and we want to filter by transaction type so click in the filter box and push the letter t
and click transaction type then click the pull down and choose invoice now click
back in the filter box push the letter n for name and find only the mockingbird lane
invoices or job let's say click ok and look what we have we now have a report that shows
only the invoices and only for the mockingbird lane job now we're not done modifying it
because we have to modify the name so again click customize header footer and with the cap locks on
and we're looking at a report called all job invoices and next let's open a report that
shows all the checks and all the bills that have been placed on invoices for that very same job
the report to start with is the unbilled costs by job and we will filter it to make it become build
costs by job so you can click from the main menu reports jobs time and mileage
unbilled cost by job now it's showing nothing because we have billed everything
what we have to make it become is make it become build costs by job click customize report
click filter notice they already have a filter on it for billing status and billing status unbilled
was set up for you and that's part of what makes this unbilled cost by job but you can switch it
to build cost by job and click ok and now we have every build check
or vendors bill that was ever placed on an invoice and you see they all say billing status build
click customize again filter click inside the filter box push n for name and we want
only the mockingbird lane job we also want to change the name in the header footer to build
and click ok now we have everything we need right here just make this a little smaller
and squash it get rid of any column you don't need
you might need the expense column because it might help you figure out what the charge
was squash it as small as you can so you can get the two reports right next to each other
and now you will use logic to figure out which bill went on which invoice
now when you compare these two very important reports logic will help you find which bill is on
which invoice for example if we're looking at the march 14th bill from rex repair for three hundred
dollars we know for sure that this bill could not have been placed on any invoice before march 14th
because the bill wasn't even recorded into quickbooks before march 14th so we
can eliminate those and we can start looking with the invoices that are possible based on the date
and once you look at those invoices what you'll do is you'll use the date and the amount to determine
the match so let's compare we know that this bill is three hundred dollars and it was recorded in
repair expense to rex repair when we look at the march 14th invoice which is invoice number 16
and we double click the section for reimbursable expenses shows a charge
and it's under the category of demolition which is something that rex repair is responsible for
so you can logically conclude that the bill for the three hundred dollars
of demolition was the one from rex repair and we can open it up and see the bill number
double click and you can see this is bill number eight one eight one from rex repair now the second
method it's much more clear but it takes an extra second every time you bill the client
you can add the bill number to the memo field when recording invoices bills and checks if
you input the bill and or check number of the bills and checks into the memo field
at the moment they are added to the invoice then you can add the memo field to the
all job invoices report and it will be clear and apparent which bills and checks were added
to which particular invoices we can double click invoice number 16 and open up the memo
field which is down here at the bottom now we want to tell quickbooks that this is
now you can add other words as long as you know exactly which characters you typed in
and you have to be very careful and come up with your own pattern and system and you'll
see why later but for right now you can add other words but they should include
bill number eight 8181 maybe you want to put a space in between them maybe not it's up to you
then when you click save and close and click yes you can now have the ability
to customize the report add the memo field and you can see now how it works if you have this
report with the memo field you will clearly be able to look at each invoice for a job
and see which particular bills or checks were placed on it from the memo field and you could
always double click and see exactly what those charges were by scrolling down and you
can compare them to the actual bill because now you know what bill number it was for that vendor
now this method has a second part to it you now have to go back and add the invoice number
to the memo field of the bill then you can add the invoice number to a specific line
of the bill or check that you placed in the invoice and it must be on a specific line
you cannot use the top memo field the reason it must be on the specific line of the bill
and check that you're putting is because each line at the bottom section of the bill window
or the check window could be billed separately on different invoices so let me show you what i mean
i double click the bill in question for rex repair now right now this only has one line at the bottom
but you could have other charges on this bill that could possibly go to other jobs
that's why it cannot be this memo field in the middle it must be this memo field to put
invoice number 16 and now that you know what invoice it's on save and close and when you go
back to the report you can now add the memo field to this report customize the report
scroll down to memo and click ok now make it wide enough and now you can look at all of
the bills and checks for a particular job and clearly see which invoices they were placed on
if you use the second method you can participate in the coolest thing ever you can search by the
memo field in the find window advanced section you must spell whatever you're looking for
exactly the same way as you spelled it when you put it into the memo field
this way you can just look at the reports and search for the corresponding transaction
so what do i mean if we click edit find and we scroll down to the memo field that we're searching
by memo by the way we're in the advanced tab searching by memo we can type this in
and by typing it in this way and click find we're actually finding the invoice
that bill number 8181 was placed on this was the invoice that bill number 8181 was placed on
watch again we can do that very same thing for invoice number 16. edit find go down to memo
and this time we're going to type in
number 16 find and when we double click we get the bill that was placed on invoice number 16.
so utilize the memo field with the find tool and you'll always be able to find one from the other
you can learn everything you need in quickbooks regarding contractor features
by watching the full playlist that this video is a part of you can just click
the link in the comment field or under the first paragraph in the description field
and there's also links in the top right of the video as it plays
you