Exporting Invoices

Before exporting Invoices, you must create and closeout any Invoices you want to export. Please read the Invoices section of this guide so you have a clear understanding of the issues.

When you do an Invoice Export to QuickBooks, it will export ALL Invoices that have been closed out. Invoices must be closed out before they can be exported to QuickBooks. This lets you control which ones are exported to QuickBooks.

When you are ready to export Invoices, from the QuickBooks Connection window, click Do Invoice Export. This will start the process. The QuickBooks Connection will check on all the necessary elements of Invoices: Customers, Payment Obligations, Accounts, Pay/Bill Codes, etc. At each step along the way, be sure to pay close attention to what Rosemark is telling you. If there are exceptions, click the View Exceptions button. Otherwise, you can click View Details to see what the status of the process is.

invoice_export_confirm

Figure 219: Exporting Invoices, the final step

When the process is complete, you are ready to switch over into QuickBooks to view and print your Invoices.

Finding Invoices in QuickBooks

Looking at Invoices in QuickBooks can be non-intuitive. If you just go to Invoices, it's actually the place where you create invoices; it's not easy to get to an existing one from there. Further, the choices are a bit different from version to version, so here are some hints to help you find what you are looking for in the most commonly-used versions of QuickBooks.

QuickBooks 2005

Invoices (from toolbar button, Customers menu or Customer Navigator). Previous and Next will take you through existing Invoices by date. If you put someone's name in this box, it will be creating an invoice, not viewing an existing one.

Click on Find to search for the Invoices for a particular Customer.

Reports - Customers & Invoices, Transaction List by Customer

QuickBooks 2006 and beyond

Customer Center, Transactions tab, select Invoices. In this version, the Customer List has been essentially eliminated, in favor of an expanded Customer Center.

Invoice Templates

QuickBooks uses invoice templates to control what invoices look like, both on-screen and printed. A new invoice typically takes on the last template that you used, but you can switch to another, either a standard supplied one or a customized one.

They supply you with a number of standard templates. You can take an existing template and customize it, which is recommended. There are a number of pieces of information that you'll probably want, but which are not normally on the standard templates.

One example that works is to start from the standard Intuit Service Invoice, then add the following items:

•	Ship To under the Header tab (to see the Client's name and address)

•	Due Date, under the Fields tab.

•	Service Date, under the Columns tab.

Note that, in order to change the order of the columns, you must change the Order on the Columns tab of the Customize Invoice window.

Here is an example of an invoice as it appears in QuickBooks:

QB_invoice_layout

Figure 220: Invoice layout in QuickBooks