Printing QuickBooks Invoices with CCRQInvoice
While most people start using CCRQInvoice to sort orders or add totals of some sort, you can also use it to print invoices, sales orders and estimates from QuickBooks. Our printing system provides a number of features that you don’t find in QuickBooks that can be very useful.
For example:
- We often hear complaints from QuickBooks users about the footer of the invoice showing the “total” block on each page of a multiple page form. With CCRQInvoice you can show that footer on just the last page, which creates a more professional looking form.
- One of our customers needs to print a large number of invoices at the end of each month, and these must be sorted by customer so they can be bundled together. QuickBooks batch printing has limitations and cannot perform this function. CCRQInvoice lets you sort by anyfield, and select invoices from any range of dates.
These are just two samples of what you can do with the CCRQInvoice printing function.
I’ve put together a short video overview that shows how this feature works. In upcoming postings I’ll be showing you how to work with our form designer to create your own forms, and I’ll be providing preformatted forms that you can download and install in your system. Just click on the following picture:
Click for video on printing forms
Category: CCRQInvoice, Featured
About the Author (Author Profile)
Charlie Russell is the founder of CCRSoftware. He’s been involved with the small business software industry since the mid 70′s, focusing on inventory and accounting software for small businesses. He is a Certified Advanced QuickBooks ProAdvisor and participate extensively in the QuickBooks Community user forums under the ID of CCRussell.
Subscribe
If you enjoyed this article, subscribe to receive more just like it.
I’m looking for and estimate template that permit to include our contract on the second thru the four page. It’s must have two different formats; the first is the normal QB estimate form and the second is the one that permit to include the contract. Two documents in one.
Eddie, that depends on what you want this to look like. If you just want a long text section to come after the totals, we should be able to do this with CCRQInvoice. I would need to see a sample of what you are looking for if you can email that to me.
There is a problem when printing wherein it adds the a “quantity”, ie. “1″, even if the “item” is a “discount” in the “item list”
ie.
2 table ‘a table’ 100$ 200$
1 discount ‘discount 10%’ 10% -20$
As you can see it adds an amount “1″ on the discount
Yes, Fred, in the public release at this time you will see that. The next public release will include a fix for that (the release date is not set). If you would like to see a field test copy, contact me (or our support department) directly. Please note that there are no charges for updates to our programs.
I would be interested to try the CCRQInvoice just to have the ability to print “sensible” multi-page invoices, but don’t immediately see any description of how you specify that on this blog or the main site. Can you point me to it? Thanks!
David, that depends on what you mean by “sensible”. What are you looking to do? The video in this article shows how to print, and in the example it shows that the totals print only on the last page of a multiple page invoice. If you are looking for some sort of contract page or additional info to print just on the last page, see http://ccrqblog.ccrsoftware.info/2009/02/adding-contract-pages-to-quickbooks-invoices-with-ccrqinvoice/
Thanks – I guess the forms in CCRQInvoice specify the format of the multi-page invoices. The Standard one might work – where on the website can you download other forms?
The standard form is built in to the program. You can use the form editor to modify that to fit your needs. We did have a “library” of alternate forms, but we withdrew that temporarily as there were some problems in how they were distributed, and we have to do some retooling before we post them again.
We have a need to be able to enter items on a Sales Order in a random fashion and then have the computer sort them in ascending order by item.
For example, a customer may give us a written order for fifty items in random order. Our warehouse in layed out in A-Z ascending order. So that our our order pullers may pull the order by going up and down each isle once, the items on the order need to be in ascending order as well.
Does the CCRQInvoice do this?
Thank you.
Damon – yes, it does exactly that. For orders that are as large as 50 items, there are some things that you can do to optimize performance – contact our support department for a discussion of that.
There seems to be a glaring lack of a very obvious and needed feature. When I select my invoices to print (I want to print in customer order) I want to print only open, unpaid invoices. I have open invoices going back many months. If I select that range I am going to end up printing dozens if not hundreds of invoices that have already been paid. I can’t go thru a thousand invoices selecting the unpaid ones. I might as well print them one by one in QB. Or am I missing something?
Jim, you can accomodate this fairly easily. It isn’t all that obvious, but all the “clues” are in the documentation. Let me point out a few things. My understanding is that you want to find JUST the invoices that are open, not fully paid. If that is not right, please correct me. Also, if you can’t follow the steps below, contact us at support@ccrsoftware.com and we’ll send you screen shots.
“Load” all of your invoices. This will take time, possibly, but it will list all paid and unpaid invoices. Rightclick on any column heading, you will get a menu. Pick “column chooser”. That opens a Customization window. Find the field “Is Paid”. Drag it from the customization window and drop it as a new column heading. You will see all orders that are paid, or not paid (paid has a check mark). Now, close customization. Right click on the “is paid” column heading, and select the “filter editor”. It should say something like “[Is Paid] Equald“. If it isn’t “Is Paid”, click on that value and select “is paid”. Click on the , keep clicking until you see an unchecked box (there are three options). Click “ok” and you will see that only the not-paid invoices are listed. In the lower left corner of the order processing window, click “layout” and then “save layout”, and the program will remember the added column AND the filter, for next time.
Hope that makes sense!
Does this question and your reply mean that the to be printed checkbox in QB does not roll over when printing from CCR? It sounds like all invoices show as available and you need to customize columns and sort for the ones you want to print. My client enters invoices throught out the month and as time permits prints them out (usually weekly). She wants them in alpha order. But, it sounds like when she would go to print out the next batch, the ones she previously printed will still show up. Is that correct?
thanks
Joni, in the current public version of CCRQInvoice the “to be printed” flag is not unchecked if you print with CCRQInvoice. That is a tough one, as some people want the program to work that way, others do not. It will be preference setting in a future release.
So, yes, if you use our program to print a batch, you won’t have the ability to see which ones you have already printed in a batch, at least until our next release (probably later in the summer).
That worked. Thanks. I knew there had to be a way to do selections. It was even easier than you described. there is a small drop down box on the right of the column header that has choices “checked”, “unchecked”, etc. Selecting unchecked did the trick. Love it. Thanks again.
One more question. The invoices print with the carriage returns removed, and have a lot of items with multiple lines in the description. Any way to fix that?
Jim, this SHOULD work, I didn’t test it on the version you have (tested it on a beta copy).
Edit the form, select the description field.
Find the “Multiline” property, either in the property window (under “Behavior” or by clicking the > symbol on the field.
Put a check mark in that field, save your form.
Many of my QB invoices have lines used for text only. The quantity, amount, etc. are all blank. There are also some completely blank lines added for readability. When I print with ccrq those lines have a “1.00″ in the qty column. I’ve tried everything to change the format so that null values are not shown but no luck. The help says to use 0;#.00;#.00;” ” but that still shows a “1.00″ in the column.
Yes, that is because QuickBooks tends to put a “1″ in place of blank values.
We have a pre-release version of the product that resolves this, but you will have to contact our support department directly (support @ccrsoftware.com)to discuss this. Note that support is easier to provide via email rather than through blog comments like this.
Good blog. I’ve found many useful tips and answers, but not an answer to my specific situation. I have a client whom I’m setting up on 2008 QB Manufacturing for the first time (after operating on a manual basis). They need to have two extra columns appear on their QB invoices: one for “Suggested Retail Price” (which would be set up as a static number within each inventory item, in the custom field section), and a column for “Percentage” (which we would set up as a custom field, but would not prefill within the inventory item with a value). Could your custom software make the “Percentage” column a calculating column on the invoice, which would look at the item price (inventory field), and the “Suggested Retail Price” (custom field), and then input the percentage difference? The calculation need not carry over to the Total column on the far right, as it is just to show their client what they are paying for the item, versus what the client will sell it to the public for, and what percentage they will make on the item.
Cheryl, if you have the two values in the custom fields, we can print a calculated value on the form if you use CCRQInvoice to print the forms. Note that this takes a bit of work to set up. Note, also, that you would have to contact our support department to get a special version of the program. The current off-the-shelf version won’t treat custom fields as numbers in the form editor. But we have a version in house that will do that. Note that the only issue would be that I don’t think you can control rounding, although there are some ways to handle that. Easiest to contact our support department for details.
Hi,
I wanted to see if I can generate multiple invoices from multiple sales orders, each getting their own invoice number. In Quickbooks you have to go into each SO to create an invoice or put all open so for a customer on one invoice. Basically automate in some form
Hi, Jennifer: You sent an email to our sales or support dept just the other day – you should have gotten a response to that by now.
We have the ability to do this, but it isn’t in our off-the-shelf product yet. It is available in a beta-test release of our product. Contact us via email if you would like to see this release (if you don’t have an email about it by now, check your junk-mail folders, the response may be stuck in there?).
Thanks Charlie, I would love to see it. I checked junk and nothing :( I will resend
Do you have a form template for a pick list that will put a line between a group? Trying to separate items for the employees that pull the order.
Matt, “between a group” – in a “group” item, or what? I’m not clear what exactly you are looking for.
We are using QB 2011 Primier (W&D) and have customers who want thier invoices subtotaled by expense/department codes. Can this be accomplished with CCRQInvoice? YThe subtotals must include sales tax and have the ability to be printed on the invoice showing the Coding and the subtotal.
Thanks
Richard, no, CCRQInvoice won’t be able to do that for you, particularly relating to the sales tax inclusion. That is a tough thing to accomplish in QB due to the way sales tax is calculated normally.
My client is using Quickbooks “groups” rather than assemblies. They would like the picking ticket to have a line between the first and second group of inventory items. So on the picking ticket the 1st four items would be in a group then a line and the next 6 items would be the second group and so on. Each group of items would need to be assembled and then shipped. Customer is using groups because they don’t want to have to build assemblies.
Matt, at this time the product won’t do that. We might be able to later this year, but I can’t promise that the feature would be included in that revision.
Adding the quantity of items sold column and did the steps, have the field on the invoice put will not put any numbers there, please help
Mike, are you “processing” the orders? The totals won’t appear automatically, you have to run the program.
Charlie, Thanks. Any suggestions, how about the subs w/o sales tax?
Thnaks
Richard, it would be easier if you corresponded with us via email at sales@ccrsoftware.com. Please note that over the next few days there may be some delays in responding.
CCRQInvoice looks like a terrific product with a ridiculously low price (especially multi-user) and exceptional support. Thank you Charlie.
Charlie – - I just downloaded the free trial. The only need that I presently have is to print multiple page invoices without the continued reappearance of the header and footer on each page of the invoice. I watched your video and it appears that you have taken care of the “totals” footer so that it only appears on the last page. My question is whether or not your software permits the invoice header (logos, invoice no., invoice date, etc…) to appear on the first page only, and not on the second, third fourth, etc… With the header on each page of a multiple page invoice, I’m wasting a ton of paper. Many Thanks. Aaron
Aaron, our off-the-shelf version won’t handle that well (it can be done, but with restrictions). We do, however, have a pre-release version that we are field testing that will handle that task. If you are interested in trying a demo, you can email us and we’ll get it to you to try.
Are you able to round the corners of boxes in the templates/
Sorry, no.
is there a way i can customize columns to calculate:
W x H = sq.ft.,
2nd, sq.ft. x rate per sq.ft.= unit cost
and last, unit cost x quantity = total price
we are a custom print company and sq.ft varies often and we charge by sq.ft. of different types of paper.
please help…
You can use the “calculated quantity” feature, which would give you:
(width X height X quantity) X rate = amount
You would have to set up “custom fields” for width, height and entered quantity. Our program will place the product of those three values into the “quantity” column in QB which is multiplied by rate.
i just downloaded the trial and im stuck in where it ask me to enable Total Weight: unit weight, extended weight and total weight. not sure what to put in the box?
I would like to suggest that you contact our support department at support@ccrsoftware.com. Easier to help via email than in a blog. I can’t put in screen shots, etc, in the comments here.
Did you read the documentation on the program? There is a PDF that is in your Windows program menu in the CCRSoftware folder. You need to select a custom field for each of the features, however it sounds like you are in the wrong place. You may be setting up “Total Weight” as an option, not “Calculated Quantity”…
how do i set up custom fields for each value? do i edit each item?
I would like to print a check list on color paper for each OS, with some info like OS# and customer name while, the OS itself is printed on regular white paper. Can this be done?
I meant SO (Sale Order), not OS. Also, and most importantly, does this program work with Rapid Inventory (formerly WMES)? Thanks!
I’m glad you clarified that – I was about to ask you what “OS#” was…
CCRQInvoice won’t print reports, it is designed to print the sales orders themselves. If you want this as a part of the sales order, not a separate report, then I’m not sure I understand what you are looking for.
CCRQInvoice works solely with the data that is in QuickBooks. Any data that Rapid Inventory might have outside of the QB database is not available to us.
Let me put it in another way… Can I add as many “text box” and “data field” as I want on the header and footer? So that those information would only appear once.
As many as you want? Depends on how many you want. You can add as many fixed text fields or blocks to the template as you wish – text that never changes from sales order to sales order. Fixed info.
As far as data variables, information that you would type into the invoice, you are limited to what you can do in QuickBooks. You create the order in QuickBooks, we just print it. So, you can add “custom fields” to your order in QuickBooks and enter data there, and we can print that data. But you are limited by the number of fields that QuickBooks allows you to add.
I have Quickbooks Premier. I customized my invoice from template provided but will not print as seen on the forms layout screen…..the print screen shows most of the invoice headers at a blank….prints this as well. I assume that you must use a preprinted form and then invoice copies on to this when printed. Does your program need to use a pre-printed forms…in other words will any of my customized forms from your program print on a blank page that will include the words “Invoice” “PO” “SO” “Date” etc. on the header and then corresponding data?
Kathleen, our product doesn’t require pre-printed forms (in fact, it is a bit of a pain to line things up with pre-printed forms). However, QuickBooks doesn’t require pre printed forms either. I use it to print on plain paper quite often. If you aren’t getting that to work, something is not set up right in your QuickBooks Template or with your printer setup.
Can i print out all invoices for “active customers” only? I’m trying to print out all invoices for my current customers only, but instead, CCRQInvoice generates ALL invoices including all my “Inactive” customers. (i have ~500 Inactive customers and ~1,000 Active ones, so it takes 4ever to select them manually)
Simon, I don’t see a way to do that now. You are the first person that has ever asked for that. I’ll add it to the “wish list”, we’ll have to see if there is a way to work that in.
I am trying out your product for the sole purpose of being able to print multiple page invoices, these will have a second page that is mostly text for contract explanation purposes. I don’t see any instructions for this procedure, can you direct me to specific instructions?
Sure, take a look at this article: http://ccrqblog.ccrsoftware.info/adding-contract-pages-to-quickbooks-invoices-with-ccrqinvoice/
If you have difficulty with this, contact us via email at support@ccrsoftware.com
We would like to use CCRQInvoice to print sorted invoices and picking tickets by item when the customer has given us a long order in random order. I have tried the trial and see that this works fine, however, we have invoices with many many lines that are not in stock and therefore not shippable. Within QB we can supress printing of zero value lines, but I do not see how to do this in CCRQInvoice. Is there a way to only have CCRQInvoice print lines with a quantity invoiced? Thank you for your reply.
Unfortunately, that is not an option at this time. It is on the “to do” list for an upcoming release, but I don’t have a date for that established yet.
I have a client that would like to add a bar code for the SO and PO reference# so that the warehouse can pull up the SOs or POs quickly from Enterprise 13 when processing orders and receiving items. Would CCRQInvoice provide that functionality?
I’m not clear what exactly you are looking for, Jan. Are you talking about printing an invoice, and bar coding the Customer PO and Sales Order fields? Or something else?