Credit card charge on invoice

I added a charge to an invoice off the expense list. Then I erased the invoice (just practicing). Now the charge no longer shows up on the expense list and I can't add it to a new invoice. Additionally, is there a way to see what category the expense is when trying to add it to an invoice?
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    I'm not really clear what you did.

    But if you deleted an invoice, you deleted all its line items, and you shouldn't expect to see any affect from those specific line items anywhere.

    And every invoice line has a category field; when you add in "Invoice Item" to an invoice, the category you assigned to the item when you created it will appear. If you add an invoice item that has no default category, or you add a line item that is not in the Invoice Item list, the line item category will be blank. In that case, you can select a category from the dropdown.

    To create/maintain Invoice Items, see:

    Business > Invoices and Estimates > View all Invoice Items.
    • I might have 20 credit card expenses which I have account coded for different customers. When I go to add them to the invoices, the account coding information is not displayed. If I write the customer name in the memo file then I can see that info., but it also appears on  the invoice. Can I change what fields are displayed when displaying expenses to be added to invoices?

      The second part of the question deal with me experimenting to learn the software. I downloaded 7 diferent accounts with the past 90 days of history. I then created customer account codes and preceded to code the transactions. Now I created some customer invoices. All went well. Then I desided to delete an invoice which had several charges from a credit card. When I did this in my previous system (Money) the charges were put back on the expense list. With Quicken the charges did not go back to the expenses list and therefor can not be added to a new invoice. Does this clarify the problem?
    • In the future, do all of your practicing/experimenting in a copy of your file, you can always delete it when you are done, that way your "working" file is never compromised by a misstep on your part.
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    We're going to have to use Quicken terminology if we're going to get to the bottom of your problems.

    I don't know what "account coding" is, but it's not a Quicken term.

    A Quicken invoice is really just a split transaction, overlaid with a Quicken "form".

    Invoice line items can have several fields; you can not create any new Quicken fields to be used in an invoice line item. And you can't have different fields present for different line items. What limited invoice formatting is possible is accessed via:

    Business > Invoices and Estimates > Design Invoice Forms.

    The first field in an invoice line item is the "Item" name. That name comes from the Invoice Item list I referred to in my earlier post.

    The second field in an invoice line item is "Category". Categories are created/maintained in the Category List (Tools > Category List). To use a category in a transaction, it must be in the Category List (you can add a new category by specifying it in the category field of a transaction).

    If you create a Quicken Invoice Item, you can assign that item a category, and when you use that Invoice Item in an invoice, Quicken will automatically put the assigned category in the invoice line.

    The third field in an invoice line item is the "Description", which is the "Memo" field. You can put anything you like in that field; if you assign a "description" to in invoice item, Quicken will populate the invoice description field with that description.

    The next three fields (Qty, Rate, Amount) go together. The "rate" can be specified in the Invoice Item list and Quicken will use that as the default rate for that item in an invoice.

    The last field (T) is the "taxable" indicator. It's default value can also be specified in the Invoice Item list.

    Typically, it is Invoice Items that are used in Invoice lines. But Quicken will also allow you to include "reimbursable expenses" in an invoice (see the "Expenses" button at the foot of the invoice.

    If you incur reimbursable expenses (expenses that you can/will charge to your customer as separate line items - rather than included in the price of one or more line items), you can mark those expenses as reimbursable when you record them in Quicken. There is a column in checking, savings, cash and credit card accounts called "Expensed". If you toggle an "E" into that column, Quicken will recognize that transaction as a reimbursable expense.

    When you click the "Expenses" button in an invoice, Quicken will present you with a list of those "expensed" transactions that have not already been included in any invoice. You can select whichever ones you like; and you can tell Quicken to treat each one as an individual invoice line item when printing, or to combine them all into one invoice line item when printing.

    If you add the reimbursable expenses as individual line items, they will appear in the invoice (and the printed invoice) with the same category and memo they had when they were recorded as expenses. If you add (combine) the reimbursable expenses as a single invoice line item, you clearly won't be able to see the individual categories or memos from their original transactions when you print the invoice.

    There is no way to get the "Choose Reimbursable Expenses" dialog to display the category field.

    If you delete an invoice that had reimbursable expenses incuded, those reimbursable expenses will not automatically become eligible to be assigned to a different invoice. If you want them available again, you can either: Cut/Paste the reimbursable expense transactions, or remove the reimbursable designator (the "E") from the transactions, save the transactions, then re-key the "E" and save the transactions again.

    [Forget what Money did. Quicken is not Money.]
    • Thanks alot for you answer. Sorry my terminolge isn't correct, I'll get there. The erase the "E" and save and put in the "E" and save. is a great answer, haven't tried it but sure it will work.

      The other problem pertains to "Choose Reimbursable Expenses" dialog. I receive charges for 2 or 3 different customers all the time. When I download charges I assign a category, which is customer unique, to each charge. I then go to add them to the correct invoices. With a list of 10  or more reimbursable expenses there is no clue which expense belongs to which customer without going back to each charge and seeing who gets it.  Any way to solve this?
    • " ... there is no clue which expense belongs to which customer ...".

      I don't get this.

      I don't know why the The Choose Reimbursable Expenses dialog doesn't display the Category field (and you can not change that), but it does display the Payee (Customer name) field. Why doesn't that tell you which expense belongs to which customer?

      If you need further identification to appear in the Choose Reimbursable Expenses dialog, you will probably have to put something in the Memo field. If you don't want that "something" to appear on the invoice, you can remove it before you save the invoice.

      An alternative would be to leave that "something" in the memo field, and choose the option to "Print selected expenses as one invoice item". When that option is selected, there is only one memo field for the combined reimbursable expenses, and it just says "Reimbursable Expenses". That way the invoice in your Quicken Invoice account would still show the detail reimbursable expense lines, but the printed invoice would only have one line for all reimbursable expenses ... with no telltale memo text.
    • You have been a great help thank you very much for your answer.
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    Quoting myself:

    " ... but it does display the Payee (Customer name) field".

    I don't know what I was thinking when I wrote that, but it isn't true. The expense transaction payee name isn't going to be the name of your Customer. My bad.

    There might be another way around this limitation than the suggestion in my previous post; though it may also be more work than it's worth.

    You could create a reimbursable account - using an account type that permits the "Expensed" column (a checking account, for example).

    When you incurred a reimbursable expense, you could make its category be a transfer to the reimbursable account (put the name of the reimbursable account in square brackets in the Category field) - that would create a "deposit" transaction in the reimbursable account. You could include text in the memo field to identify what the purchase was for.

    Then in the reimbursable account you could add a "payment" transaction for the same amount, with a payee name of the customer for whom you made the purchase ... and put an "E" in the Expensed column of that transaction. You could also copy the memo field of the transfer deposit transaction into this payment transaction, to identify the item purchased.

    At that point, the net effect on the reimbursable account would be zero.
     
    Then when you used the "Choose Reimbursable Expenses" dialog, the payee name *would* be the name of your customer.
    • It might be easier to get Quicken to change their software. Thanks for your efforts.
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