Discover a Quickbooks Invoice Example for Facilities

Quickbooks invoice example for Facilities

welcome to this quickbooks online tutorial for beginners on how to use locations my name is matt holdquist with the quickbooks university uh first things first before we get started hey if this video is helpful please like the video share it and also subscribe to my channel also when you want to get your personal quickbooks questions answered head over to the quickbooks university at qbuniversity.org so when you become a member over there i answer all of your personal quickbooks questions okay so let's get started we're on the home screen of quickbooks online this is a sample company file craigs design and landscape and services now a feature in quickbooks online that a lot of people don't really know about is called locations uh you you know you have classes in quickbooks which is really like a department or you know you might have retail wholesale that you want to track locations is a little bit different this is different physical locations for your business so we have clients that use this function in quickbooks online because they have multiple locations uh it could be um you know they have different businesses that are all within one consolidated company and so they have a location set up for each of their companies some people have multiple retail locations or you know whatever kind of locations you can set these up so you can tag all your transactions for each of those locations and therefore you can see how each of those locations is doing some might be profitable some might not be but that helps you really dig down and find out hey what's going on my business so that if there's a problem with one you can figure it out and pinpoint where that problem is okay so first thing you want to do in your quickbooks online file is you want to go up to the gear icon and go over to account and settings and you're going to see here you've got the various options you want to go down to advanced and you're going to see right here where it says track locations i've got this on okay and the location label is just location all right so you can change this in a property store or whatever it is you can do location we're going to leave it as location for this so we're going to save this and we're going to say done most likely by default yours is going to be off so if you want to turn this on you need to go into the preference of the accountant settings there and change that all right so the next thing we want to do is you want to go up and you want to define what locations you have okay so we're going to go back to the gear icon and you're going to go to the lists so where it says all lists and you should see an option here for locations so click on locations and we want to add new so there's no locations in here right now and so we want to add a new one all right so this one is let's see we're going to say rockford store all right it's not a sublocation a different title for so sales forms location has different company name no different address no let's see let's see different phone number yeah you know you could do that you can check off some of these and you can enter these so that if you know you are doing something specific like an invoice for a certain location it's going to put that information or if you're just tracking this in your books and just sending one you know whether it's an invoice or whatever it is you can just leave all these blank and just say rockford store okay so we have the first one here let's see we want to do another one and we want to say the smith store very creative with my names here all right and then let's add one more and we're going to call this the uh the columbia store okay so columbia store so we have our three locations in this example okay so now we have these locations set up and i'm going to go back over to the dashboard and we're just going to take a couple hypothetical transactions to show you how you're going to enter this all right so let's go to expenses and let's say we'll go up to new transaction here let's say we're going to enter a bill all right so let's get the bill screen up here okay so you're going to see now there's a box here that says location so we can specify what location so let's say that we got a bill for the rockford we'll say books by bessie terms net 15. i've got other videos on entering bills bill date due date bill number let's put in a bill number i always like to emphasize that that's important and then the location we're going to say the rockford store and legal and professional fees accounting 75 okay it's not billable to a customer all right so all of these look good and we're not going to save and schedule a payment but let's add another one here so we're going to do another one to books by bessie and this time we want to put this to the columbia store so we're going to say bessie did our books for rockford and then for the columbia store and she built us separately for each one so we want to break out that cost by location all right so again we're going to say this one was 150 because the books were a little more complicated for columbia and let's see we're going to say save and close and next what i want to do is i want to go in and let's see i want to go and create an invoice so let's create an invoice here in quickbooks online let's make this due to cool cars okay so cool cars grace parente okay 30 days whatever so we're gonna pick a product service so let's say this was design custom design and we're gonna say that this was fifteen hundred dollars okay now we wanna make this one to the rockford store okay and there's no discount no sales tax so we should be good to go and i am going to do a new one all right so this one we are going to say to dylan so frank all right one three no tags let's see what our product is here we're going to say installation and let's see 50 an hour times 15 hours for his project 750 this one we will make to the smith store all right so let's save and close all right so let's take a look at what this does we're going to go over to the report so we've got a couple of transactions here for the locations and we want to look for a profit and loss by location all right so if i pull this up you can see now if i've got the different location very similar to class tracking you can see that i've got my design income in here i've got the 750 and then i should have my bookkeeping down here by bessie accounting 150 and 75 dollars okay so you can see it's very easy way if you have multiple locations for your business uh you can use this to great effect so that you can start to see how the business is doing or how these different locations are doing for the overall business and then you can see the totals here it's going to consolidate it all now in this situation because uh location tracking wasn't used you're going to see not specified okay and that means that there was not a location specified on these past transactions so this can be a little bit of a burden if you want to go back and change everything to the correct location but it is great to set this up whether you know it's the beginning of the year or you know you're just starting out in quickbooks it's a great function to use hey any comments any questions please feel free to leave those below i do answer brief questions here on youtube but i answer very full one-on-one support questions over at the quickbooks university that website is qbuniversity.org