Look up expense transactions associated with invoice

msoultan

Lets say I create an invoice and I include a few expense transactions from my Checking account. At a later point in time (years?) is there a way to figure out exactly where the expenses reside? In the invoice editor it doesn't show anything useful, and clicking the Expenses button only shows what expenses are available to include.

It would be extremely helpful if you could see what expenses are associated with an invoice so that you can track them down. Now I'm having to search through multiple accounts to find a transaction, which is a pain.

Also, strangely, if you delete an expense from your invoice, it doesn't actually disassociate the expense transaction from the invoice and the expense is not available to use until you undo the E designator on the expense transaction (so Quicken obviously does store the association) and then re-check the E designator.

Quicken Kristina

Hello @msoultan,

To answer your question, there isn't any quick link or shortcut that takes you directly from the invoice to the expensed transaction. If you need to find the expensed transaction and you're not sure what account it's in, you can go to All Transactions, add the expensed column to the register (if it's not already there), then sort by that column. If you know which account the transaction should be in, you would select that account and sort by the Expensed column.

For more information about reimbursable expenses, or for information about adding the Expensed column to your register, please read this help article on reimbursable expenses.

If having a link or shortcut to take you directly to the transaction is something you'd like to see in the future, I'd recommend creating an Idea post to request that functionality be added. Ideas that get enough votes may be implemented in the future! For information on creating an Idea post, please click here.

I hope this helps!

msoultan

Please upvote this if you'd like to be able to easily see the association between an invoice and its expense transactions:

https://community.quicken.com/discussion/7955538/show-which-expense-transactions-are-associated-with-an-invoice#latest

msoultan

Hi @Quicken Kristina ,

I'm really surprised that Quicken doesn't keep track of this association - going to All Transactions and then sorting by the expensed column could be really tedious, especially if there are a lot of expenses - is that really the only way to figure this out?

Quicken Kristina

Thank you for your reply,

Another possibility is to use the Find and Replace function in Quicken (Edit>Find/Replace, or Ctrl+H) to search for the information from the Description field on the invoice. This can work because when you create the expensed transaction, any information you put in the Memo field will show in the Description field on the invoice.

For this to work, you would need to input a unique Memo for each expensed transaction. Since it's visible on the invoice, please keep in mind that the customer would be able to see it.

I hope this helps!

msoultan

For this to work, you would need to input a unique Memo for each expensed transaction. Since it's visible on the invoice, please keep in mind that the customer would be able to see it.

Surely you must understand how much of a nightmare scenario this would be, especially with hundreds of transactions. Not only would I have to mark the transaction as expensed, I now have to put a memo on the transaction (that is unique!), and then put that in the description on the invoice for the customer to see. There are only so many permutations of "pipe fittings" that I could come up with before I start repeating things.

Instead, a better way for Quicken to handle this would be when you associate an expense with an invoice, it would store the unique transaction ID in a field on the invoice that isn't displayed to the customer, and then you could look up that transaction ID and quickly match it up. Or, even better, create functionality for Quicken to take you directly to the transaction just like the "go to matching transfer" feature does.