Do you know the difference between a Sales Receipt and an Invoice in QuickBooks? I often find that people really don’t understand the difference. Sometimes, though I wonder if Intuit understands the difference! There is one aspect to how they show Sales Receipts that really annoys me, so here is my latest rant.
The difference is simple.
- Sell something on an Invoice when you have a receivable. The total amount due is an “open” balance that you hope that your customer will pay. You have not received payment yet.
- Sell something on a Sales Receipt when you have been paid at the time of the sale. The total amount isn’t open, you have already received the payment, you just have to deposit it.
That is pretty much the basic issue here. I use Sales Receipts a lot because, in general, I get paid at the time of the sale. They save me the step of having to do an additional receive payments transaction. So, let’s look at the Customer Center in QuickBooks 2012 to see how these are shown:
If my Sales Receipt represents a sale that I have already been paid for, why is it showing as open, why is it “aged”? This doesn’t make sense to me and it is REALLY annoying. I look at this screen a lot, and seeing the “open balance” and “aging” for a Sales Receipt is misleading and annoying.
Now, I understand that I can use the filters to alter this. Select open invoices and charges and it is hidden. I just don’t like to keep adding filters to correct this problem. It should always display correctly! It shouldn’t show an open balance at ANY time!
In all fairness, we do have to look at how this is treated in QuickBooks 2013, since it is being released. Is it better? Well, almost.
As you can see they DID change this to hide the Aging value, which is a step in the right direction. But it still shows an open balance when unfiltered.
OK, so it is a small thing, but these are the kinds of things that plague me…