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L
lrog
December 6, 2024
Question

Can the re-ordering that quickbooks is doing to our invoices when printing be stopped? It is making the invoices very confusing.

  • December 6, 2024
  • 9 replies
  • 130 views

This seems to be an issue with quickbooks and they need to fix it. Now.

9 replies

S
SheandLQuickBooks Team
QuickBooks Team
December 6, 2024

You'll need to manually arrange your invoice number to ascending order and then select the correct Status to ensure the printed information is organized to your preference, @lrog. I'm here to guide you through the process.


Please be aware that when batch printing invoices from the All Sales or Invoices section, the output will vary depending on the information included. If your invoice numbers aren't in sequential order, this will cause discrepancies when printing.

To fix this, here's how:

 

  1. Open your QuickBooks Online company.
  2. Go to Sales tab, then choose between All sales or Invoices section.
  3. In the Invoices section, choose the appropriate information from the Status dropdown. If you're on the All sales tab, go to the Type dropdown and select Invoices. To adjust the status correctly, click on All statuses located beneath the Type dropdown.
  4. Once there, click the NO. dropdown until it arranges the number accordingly.
  5. Tick all the invoices you want to print, then go to the Batch action dropdown and click Print.

 

 

 

Afterward, you will be directed to a new window displaying a preview of your printing invoices. You will notice that your invoices are organized accordingly, allowing you to print them with ease.

 

However, if you're referring to the rearrangement of line items on your invoices when you print them, please know that the system will organize them based on the order they were added during invoice creation. Additionally, if you include service dates, they will be sorted in descending order on your print them, starting with the oldest date at the top and the most recent date at the bottom. 

 

Here's a screenshot for reference:

 

In addition, if you want to update your greeting for your customers when sending your sales forms, you can refer to this article for guidance: How to set up or change customer messages in QuickBooks Online.

For further support in arranging your invoices for printing, feel free to utilize this forum, lrog. We'll always got your back.

L
lrogAuthor
December 6, 2024

For clarification it is the line items on the invoices that are rearranging.  When I put an item on an invoice I want it to show that way on the PDF invoice.  It does not.  Looking at the comments this issue has been going on for years with no solution.  Why it is just impacting us now, I don't know.  This needs to be fixed by Quickbooks.  Your response is not helpful for this problem. 

Nicole_N
Nicole_NQuickBooks Team
QuickBooks Team
December 6, 2024

I appreciate you for reaching back and clarifying your concern, @lrog. 

 

Having to maintain a clear and accurate record for your business is crucial and I'm here to help you sort this out to ensure your invoices will print correctly. 

 

When you create or edit invoices and add your line items, they should appear in order when you print the PDF. If you add service dates, regardless of your line item order on the invoice creation/editing screen, your dates will be sorted in descending order with the oldest date first, and the newest date at the bottom of your list.

 

See the screenshot below of how I created an invoice with service dates:

 


If you didn't enter service dates, the line items will show up in the PDF exactly as you originally entered them when creating the invoice.

 

To verify my understanding, are your dates not sorted in descending order from oldest to newest on the PDF version of your invoice as they should be?

 

If so, it might be a problem with your browser. When you encounter unexpected behavior like this, I recommend accessing your QuickBooks Online account in a private browsing window to ensure there are no outdated files leading to this issue. Here are the keyboard shortcuts that will help you accomplish this in all supported browsers:
 

  • Safari: Command + Shift + N
  • Mozilla Firefox: CTRL + Shift + P
  • Google Chrome and Microsoft Edge: CTRL + Shift + N


Once you've logged into your account, print your invoice again and check if the line items print in order. If it works, it would be a good idea to clear the cache of the regular browser you're using to make sure this doesn't happen again. Alternatively, you can use another supported browser.


Furthermore, you may visit this article that can help you with your future tasks managing invoices in QuickBooks: Record invoice payments in QuickBooks Online


I'm ready to back you up if you have more questions or concerns about managing your invoices in QuickBooks. Simply leave a reply below or post a new question so we can get back to you.

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