Leave an Invoice Off a Statement
I need to send a customer statement, but one invoice hasn't shipped yet. How do I send the statement without it?
You can untick any open invoice, and any deposit or payment taken against it, before you generate the statement. The amount due and the aging columns leave it out too, so the statement adds up.
What you need
- A statement template. Any template you already use for statements works, and nothing in it needs to change.
- An Open Item statement. Balance Forward statements show every transaction in the period and can't leave one out.
Steps
- Click Connections in the sidebar, click your QuickBooks connection, and choose Statements.
- Under Statement settings, set Type to Open Item and pick your template.
- Find the customer in the list and click Choose transactions on their row.
- Untick the invoice that hasn't shipped. If the customer paid a deposit on that order, untick the deposit too, or the statement will show the credit without the invoice it belongs to.
- Click Preview to check the statement, then Generate.
If you click Done instead, the list remembers your choice and the On statement amount beside the customer updates to match. Your choice lasts until you leave the page.
Sending statements to everyone else
Batch runs and scheduled runs always include every open transaction. To send this month's statements to all your customers:
- Generate this customer's statement on its own, using the steps above.
- Run the batch or schedule for everyone else, leaving this customer out.
Good to know
- Leaving an invoice off the statement doesn't change anything in QuickBooks. The invoice is still open and still counts toward the customer's balance there.
- A sub-customer billed with their parent doesn't get a statement of their own, so the button is unavailable on their row. Choose transactions on the parent's row instead.