A Simple Layout
Look first at the top of the screen. You’ll see six horizontal bars, each of which represents groups of transactions that either require immediate attention or will at some point in the future. Besides identifying the type of transaction, each block displays the number of transactions involved and their total dollar amount. They are:
- Estimates – estimates that have been created and shared with customers, but haven’t yet turned into sales
- Sales Orders – orders that have been entered but have been neither fulfilled nor converted to invoices
- Time & Expenses – hours that have been recorded for customers but not yet invoiced
- Open Invoices – invoices that have been created and sent to customers, but no payments have been received
- Overdue – open invoices that have passed their due dates
- Paid Last 30 Days – payments that have been received within the last 30 days
Modifying the View
QuickBooks also lets you display a user-defined subset of the transactions. Click on one of the four drop-down lists above the transaction grid itself to change the view of:
- Customer: Job – choose just one from the complete list
- Type – Sales Orders, Invoices, Received Payments, etc.
- Status – All, Open, Overdue, or Paid
- Date – multiple ranges available
You can also modify the toolbar if your company doesn’t use all the sales forms/transaction types supported. To do so, click the gear icon in the far upper right of the screen and click in the boxes in front of Estimates, Sales Orders and/or Time & Expenses to remove them.
QuickBooks’ Income Tracker provides a great way to get a quick look at your finances. But it also serves as a launching pad for related activities.
Highlight a transaction by clicking in the row, then click the down arrow at the end of the row in the Action column. The options that appear there depend on the type of transaction you selected. Choose a Sales Order, for example, and you can Convert to Invoice, Print Row, or Email Row. Options for an invoice are Receive Payment, Print Row, or Email Row.
QuickBooks offers numerous reports that can give you more insight about your accounts receivable. If you understand the software’s robust customization tools, you can create reports about your income that will answer all of your questions. If you don’t, let us know. We’ll be happy to work with you on pulling together just the data you need and memorizing those custom reports — call us today at 256-337-5200!
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