Was that invoice mailed?
QB doesn’t seem to have any way to indicate that an invoice was mailed or e-mailed (and of course that includes the product shipment too). What I do is enter the date I mailed it or e-mailed it in the memo block. Then if you click on the column headers in the customer center you can customize the column headers and add the memo block so you can easily see the memo comment. If you use delivery confirmation as I sometimes do, this is also a good place to make that note.
You can also add the memo field to most all reports, so reporting on aging as an example will show the memo entry. Handy if you sent a late notice, when that happens to me I enter LTE and the date the late letter was sent.
You can skip to the end and leave a response. Pinging is currently not allowed.
May 16th, 2008 at 8:06 pm
We have got to get you to upgrade to QB 2008, Jim.
In your version, what I did was to put an email address of my own in the “BCC” field in the “send forms” company preference. I then get a copy of the email and I can log that in my system that I use for tracking things.
In the 2008 version, if you use Outlook, your emails can be send via Outlook instead of the Intuit email server. Then I have a copy in the “sent” folder, and with my customer contact system that works quite well.
Of course, that is a different approach than your recommendation, which is a good one as well. Your approach has the info in the QB database itself.
rustler Says:
May 17th, 2008 at 3:48 am
Well I should have mentioned that I don’t use QB net services for anything, including email. I use outlook and send the invoice as a pdf attachment.
Personal thing but I don’t keep copies of sent mail in outlook.
The issue though is annotating the QB invoice that the items were shipped, the invoice was mailed, without having to go to an outside application.
May 29th, 2008 at 9:12 am
Hey Guys,
Ran across your post here as I was having a problem with my email and quickbooks.
There is no setting that I can find to make quickbooks send via outlook as opposed to using the quickbooks mail server. Even though I have followed the help tutorial and set up outloook as my default mail server, there is no setting that I can find for the live of me to make it send the mail via outlook.
Any help is greatly appreciated.
Thanks!
rustler Says:
May 29th, 2008 at 1:51 pm
David, I email, as an attachment, a pdf of the invoice which I first save as part of my paperless office routine. I never found a way to do what you are asking to do in 2006 and that is the newest version I have. Sorry I can’t be more help.
May 29th, 2008 at 5:55 pm
Davis, what version/edition/year of QuickBooks are you using?
May 29th, 2008 at 5:55 pm
Sorry, I mean “David” - my typing isn’t all that great sometimes…
June 4th, 2008 at 10:45 am
My predecessor used to put the mail/email information in the memo field of the invoice. But she did not send out statements - I do. Anything in the memo field prints in the “transaction” portion of the statement, which I do not want to see on the Statement.
Is there a way to keep the memo field from being included on the statement? I am running QB Pro 2008 (and will soon be upgrading to Premier Manufacturing 2008).
Thanks for your great web site and all the answers on the forums!
Tinga
rustler Says:
June 8th, 2008 at 9:17 am
Tinga, no I’m sorry the statement defaults to printing the memo block as well as the detail if you select that. For some reason QB thinks the memo is part of the description - I have no idea why.
June 9th, 2008 at 7:20 am
Thanks for the reply, Rustler. I’ll have to see if Premier handles it the same way, but I bet it does. Meanwhile, I keep a spreadsheet to note mailing times.