Customer check Number

Discussion in 'Quickbooks' started by William H. Burling, Sep 2, 2003.

  1. When my customers pay, I include their check number in the Customer payment
    Dialog Box

    I want to obtain a listing of customer payments in which I can see:
    my invoice number
    customer check number
    the amount customer paid

    how do I see the customer's check number in a listing (so that I can dump it
    out to excel)

    Thank you,
    bil
     
    William H. Burling, Sep 2, 2003
    #1
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  2. William H. Burling

    Lisa C Guest

    "William H. Burling" <> wrote in message
    news:83Z4b.16000$...
    > When my customers pay, I include their check number in the Customer

    payment
    > Dialog Box
    >
    > I want to obtain a listing of customer payments in which I can see:
    > my invoice number
    > customer check number
    > the amount customer paid
    >
    > how do I see the customer's check number in a listing (so that I can dump

    it
    > out to excel)

    You don't.
    Well, at least not in any customer balance or payment report. The customer
    check number is just one of the fields that is NOT available to you in any
    'customer' report.

    You CAN see the check number in a banking report (Reports ==> Banking ==>
    Deposit Detail). It is not 'linked' to any invoices tho - so do what I do.
    Each time you enter a payment, enter the invoice number(s) in the memo
    field.
    Now you can run the deposit detail report and modify it to add the memo
    field.
     
    Lisa C, Sep 2, 2003
    #2
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  3. William H. Burling

    Guest

    "Lisa C" <> wrote:

    >> how do I see the customer's check number in a listing (so that I can dump

    >it
    >> out to excel)

    >You don't.
    >Well, at least not in any customer balance or payment report.


    How about the Customer Balance Detail filtered for a particular
    customer?

    As long as customer payments are applied against issued invoices, this
    report shows me the check number I entered in the Receive Payments
    window for each customer payment.

    ===
     
    , Sep 2, 2003
    #3
  4. Dear Nospam

    I can appreciate that I can see check numbers in the Payment window. There
    IS a location for that data in that specific window.

    However, there are no report options that permit one to see a check number
    for payments made against
    invoices.

    Thus I am forced to look at each payment window and retrieve the check
    number. This is absurd.

    If QB provided the data location, one would think that data would be
    available to a report writer. I can not
    even write a custom report to retrieve the check number. Check number is
    just not available as a variable
    to include.

    I could use Lisa's idea but I am already using the memo variable for other
    important data

    Respectfully,
    Bil


    <> wrote in message
    news:...
    > "Lisa C" <> wrote:
    >
    > >> how do I see the customer's check number in a listing (so that I can

    dump
    > >it
    > >> out to excel)

    > >You don't.
    > >Well, at least not in any customer balance or payment report.

    >
    > How about the Customer Balance Detail filtered for a particular
    > customer?
    >
    > As long as customer payments are applied against issued invoices, this
    > report shows me the check number I entered in the Receive Payments
    > window for each customer payment.
    >
    > ===
    >
     
    William H. Burling, Sep 2, 2003
    #4
  5. William H. Burling

    Lisa C Guest

    <> wrote in message
    news:...
    > "William H. Burling" <> wrote:
    >
    > >However, there are no report options that permit one to see a check

    number
    > >for payments made against
    > >invoices.

    >
    > I know I may be misunderstanding your question, but what happens if
    > you do a Customer Balance Detail report filtered for a specific
    > customer?
    >
    > Don't you see a list of invoices that you issued to that customer
    > along with the customer's payments, including date, check number, memo
    > and amount?
    >
    > ==
    >

    No. Not in my version (QB 2003 Contractor Edition, for the US). I used
    Reports ==> Customers and Receivables ==> Customer Balance Detail. Per your
    instructions I filtered to one customer. I show
    type/date/num/account/class/amount/balance.
    For invoices, the num field is the invoice number. For payments, the num
    field holds the check number. There is no way to 'sync' the two - especially
    since payments do not have to arrive in the same order as invoices were
    issued. You can have 6 invoice transaction in a row, followed by four
    payments for invoices 5, 1, 2, 6.

    What he is asking for is a report that shows
    Customer A Invoice 001 Check 1233 Payment $220.
    A reasonable request - but one not available in QB.

    As a former database programmer, I can only begin to imagine what the
    reasonings are. QB data seems to be stored in many small data units -- for
    customers, banking, vendors and who knows what else. These are the data
    groupings you see when looking at any registers. Reports that combine
    information 'pull' data from two or more sources. Similar function fields
    (check num and invoice num, for example) are put in the same space in the
    report. Filtering, sorting, and printing for additional fields sometimes
    works -- but not where field values 'overlap'/combine (such as check num and
    invoice num). Data which is not part of the primary source, and was not
    'pulled' from the various smaller sources is not available for
    printing/sorting/filtering. Data which 'overlaps', is not available for
    seperate columns.

    It appears that payment information specific to an invoice is ONLY available
    in the 'invoice history'. The option is an onscreen, 'one at a time' option
    that precludes creating a report or exporting to excell.
     
    Lisa C, Sep 3, 2003
    #5
  6. William H. Burling

    Karl Irvin Guest

    "Lisa C" <> wrote in message
    news:Otk5b.144177$...
    > <> wrote in message
    > news:...
    > > "William H. Burling" <> wrote:
    > >
    > > >However, there are no report options that permit one to see a check

    > number
    > > >for payments made against
    > > >invoices.

    > >
    > > I know I may be misunderstanding your question, but what happens if
    > > you do a Customer Balance Detail report filtered for a specific
    > > customer?
    > >
    > > Don't you see a list of invoices that you issued to that customer
    > > along with the customer's payments, including date, check number, memo
    > > and amount?
    > >
    > > ==
    > >

    > No. Not in my version (QB 2003 Contractor Edition, for the US). I used
    > Reports ==> Customers and Receivables ==> Customer Balance Detail. Per

    your
    > instructions I filtered to one customer. I show
    > type/date/num/account/class/amount/balance.
    > For invoices, the num field is the invoice number. For payments, the num
    > field holds the check number. There is no way to 'sync' the two -

    especially
    > since payments do not have to arrive in the same order as invoices were
    > issued. You can have 6 invoice transaction in a row, followed by four
    > payments for invoices 5, 1, 2, 6.
    >
    > What he is asking for is a report that shows
    > Customer A Invoice 001 Check 1233 Payment $220.
    > A reasonable request - but one not available in QB.
    >
    > As a former database programmer, I can only begin to imagine what the
    > reasonings are. QB data seems to be stored in many small data units -- for
    > customers, banking, vendors and who knows what else. These are the data
    > groupings you see when looking at any registers. Reports that combine
    > information 'pull' data from two or more sources. Similar function fields
    > (check num and invoice num, for example) are put in the same space in the
    > report. Filtering, sorting, and printing for additional fields sometimes
    > works -- but not where field values 'overlap'/combine (such as check num

    and
    > invoice num). Data which is not part of the primary source, and was not
    > 'pulled' from the various smaller sources is not available for
    > printing/sorting/filtering. Data which 'overlaps', is not available for
    > seperate columns.
    >
    > It appears that payment information specific to an invoice is ONLY

    available
    > in the 'invoice history'. The option is an onscreen, 'one at a time'

    option
    > that precludes creating a report or exporting to excell.


    I sell a product called the Customer Payment Analyzer that includes a report
    that esentially shows the "invoice history" information for multiple
    invoices at the same time. The report also calculates how many days late the
    payment arrived and shows the customer check number. You can see the report
    at http://www.q2q.us/cpascreenshots.htm, scroll down to screenshot number 5.

    >
    >
     
    Karl Irvin, Sep 3, 2003
    #6
  7. William H. Burling

    Guest

    "Lisa C" <> wrote:

    >What he is asking for is a report that shows
    >Customer A Invoice 001 Check 1233 Payment $220.
    >A reasonable request - but one not available in QB.


    Ah, I see. I knew I must be missing the question. I use 2001 Pro and
    it is the same thing - there is no way to show invoices along with
    their payment history.

    What would help us a lot is doing the same thing for Subcontractors!
    But I'm not holding my breath.

    >As a former database programmer, I can only begin to imagine what the
    >reasonings are.


    I've ranted about QB's programming incompetence often enough. It seems
    to me things were going along until version 6.0 or 99 and then they
    fired everybody and hired completely ignorant people to develop the
    program.

    The fact that we can't show an invoice along with what job it is for
    (along with the report we are talking about, and dozens others) should
    be a criminal negligence offence punishable with a 250% refund.

    ==
     
    , Sep 3, 2003
    #7
  8. William H. Burling

    Guest

    "Karl Irvin" <> wrote:

    >I sell a product called the Customer Payment Analyzer that includes a report
    >that esentially shows the "invoice history" information for multiple
    >invoices at the same time.


    Do you think it is possible to do the same thing for Vendors - showing
    a list of Vendor bills immediately followed by the payments against
    it?

    ===
     
    , Sep 3, 2003
    #8
  9. William H. Burling

    Karl Irvin Guest

    <> wrote in message
    news:...
    > "Karl Irvin" <> wrote:
    >
    > >I sell a product called the Customer Payment Analyzer that includes a

    report
    > >that esentially shows the "invoice history" information for multiple
    > >invoices at the same time.

    >
    > Do you think it is possible to do the same thing for Vendors - showing
    > a list of Vendor bills immediately followed by the payments against
    > it?
    >

    I
    Yes, its possible. It probably wouldn't be cost effective for a custom
    development but there are some tools at
    http://marketplace.intuit.com/search.asp?category=211 which can be used to
    export data to Access or other databases. If they export Bills with "Linked
    Transactions", you could create the report you asked about.

    We have another product which has a report which lists bill payment checks
    (in vendor order) and the invoices paid by the checks (not what you asked
    about but somewhat similar) but you can probably get that report from
    QuickBooks. That report is at http://www.q2q.us/dtuscreenshots2.htm (screen
    shot #8 down at the bottom of the page).


    > ===
     
    Karl Irvin, Sep 3, 2003
    #9
  10. William H. Burling

    Guest

    "Karl Irvin" <> wrote:

    >If they export Bills with "Linked
    >Transactions", you could create the report you asked about.


    Thank you for the information. I'll look into these third party apps
    again. What you have on your site is pretty good and very useful.

    In addition to Vendor Bill history what I was really looking for was
    something like Vendor Expenses by Job. I've tried several add-ons but
    none of them can access a bill and the job it is for in real time
    (with no need for exporting and running searches on the data).

    Thanks again.
     
    , Sep 3, 2003
    #10
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