CCRQInvoice: Calculated Quantity

The ability to calculate the quantity in an invoice based on the difference between two values is one of the new features in CCRQInvoice. Today I’ll give you a quick look at this new feature.

In an invoice (or estimate, or sales order) in QuickBooks the amount is always calculated as quantity X rate = amount. There are times when this isn’t adequate, but QuickBooks doesn’t provide us with a means of changing that calculation. This is where CCRQInvoice comes in. One of the calculation methods we will provide you in the new release is to modify the quantity to be the difference between two custom fields. As an example, let’s look at a building material company that is selling truckloads of gravel charged by weight. A typical method of charging is to weigh the truck when it is full of gravel (called the “gross” weight) and subtracting the weight of the truck when it is empty (called the “tare” weight).

Setting up CCRQInvoice

Selecting the Preferences function we select the Calculated Quantity preference. Select Difference as the option.

We want to set up two custom fields to hold the gross and tare weight. Enter “Gross” for the start value, and “Tare” for the end value. Note that you can use any term that you wish – but you must have two custom fields available for this feature.

Prepare your Template

Now that we have set our preferences and created the custom fields, we need to edit a template for the invoice in QuickBooks to add the fields as columns. As you can see in the screen shot below, “Gross” and “Tare” are available to add as columns to the template. We recommend that you have the item column as the first column.

Enter and Process the Order

Using this template we can create an order. Enter the gross and tare weight in the invoice.

Now, run CCRQInvoice, select the invoice from the list, check the Calculate Qty box and click the Process button. The application will calculate the difference between the values and update the quantity column.

All you need to do is to return to QuickBooks and print the updated invoice. Simple!

Category: CCRQInvoice