Using ‘Leading Periods’ to Organize Sales Orders
Question: I use QuickBooks Premier. I have orders where copy or instructions are frequently the same. When I create these sales orders, is there a way to get these words onto the order without retyping them every time?
Answer: Yes. You can save and reuse words or phrases that you use often by creating a new item labeled with a “leading period.”
Here’s how: Create a non-taxable item (non-inventory, like the rest of your items with a name you will recognize. For example, “.Instructions Postcards with Magnets” or “.Copy for ABC Company Orders”
You then can type in the copy you want to reuse exactly, or leave it blank if the Instructions are going to change with each order.
Then, with each sales order, you can add one or more of these new “leading period” items as needed.
Notice the “leading period” in front of each non-taxable item’s name.
By adding the period, these items will be first in the list of items. You can find them easily. If you don't add the period in front, the item will be alphabetized along with your other hundreds of items, and you'll find yourself wondering what in the world you called that generic item. This puts them front and center for repeated use.
Please email accounting questions you would like considered for the column to HGatter@AccountingSupportLLC.com with the subject line of "Ask the Accountant."
Harriet Gatter, owner of Accounting Support LLC, was an ad specialty distributor for 23 years and an adjunct professor of accounting at Neumann University. She sold her ad specialty business in 2012, became certified as a QuickBooks ProAdvisor, and now works exclusively with ad specialty distributors nationwide on their QuickBooks, order management and accounting needs.