When you sell items from inventory, QuickBooks not only helps you fill in
the sales form quickly but also keeps track of how many items remain in stock
after the sale.
To do this task
When you make a sale, do one of the following:
If you will receive payment later, create an invoice.
An invoice records that you made a sale and that somebody owes you money.
On the Home page, click the Create Invoices icon.
Select a template based on the information you need to track.
Click the Template drop-down arrow and select a template from the list. Learn more...
Click the Customer:Job drop-down arrow and select a customer from the list.
Be sure the date is correct.
Click the first line in the Item column.
Click the drop-down arrow and select an item. If the item isn't in the list, click Add New or follow these steps.
Enter the quantity.
(Optional) Change the description and rate if necessary.
(Optional) Enter a customer message.
(Optional) To print or email the invoice later, click the To be printed or To be emailed checkbox.
If you have more invoices to enter, click Save & New. Otherwise, click Save & Close.
(Optional) If you chose to print the invoice later, choose File > Print Forms > Invoices when you're ready to print. If you chose to email the invoice later, choose File > Send Forms when you're ready to send it.
Tasks you can do with invoices
If you received full payment at the time of sale and you track sales by individual customer or job, enter a sales receipt.
Use this procedure when you make a sale for which you receive full payment
at the time of the sale. Sales receipts can include payments by cash, check, or
Important: If you do not need to track sales by individual customer
or job, do not use these instructions. Instead, use
a sales summary to record your sales receipts.
Go to the Customers menu and click Enter Sales Receipts.
Enter the name of the customer:job.
Existing customers: If you have already set up a record for
the customer, click the Customer:Job drop-down list and choose the customer. If the
sale applies to a particular job, choose the correct job for the customer.
New customers: Enter the customer's name in the
Customer:Job field. Enter the name as you want it to appear on the list (for
example, if your list is sorted by last names, enter the last name first).
After you enter the customer name, QuickBooks displays a message. Click
Quick Add if you want to add only the customer's name to the list. Click
Set Up if you want to add additional information about the customer, such as an
address or phone number.
For sales receipts: You can leave the Customer:Job field
blank (unless you want QuickBooks to add the customer to the
Customers & Jobs list).
To have QuickBooks include the name on the printed sales receipt, enter
the name in the Sold To field.
The Customers & Jobs list is the same list as the Customer:Job list.
It is called Customers & Jobs on the Customer Center, and it is called Customer:Job
on sales forms.
(Optional) Select a class for the sale.
How do I turn on class
Click the Template drop-down list and choose a template.
(Optional but recommended) Download predesigned templates from the QuickBooks Template Gallery.
Open the form to use. For example, to open the invoice form, click Invoices in the Customers section on the Home page.
When you open the form, the template that was last used for that form type is the one that opens now. You can change the template in the form window.
Click the drop-down arrow on the upper right side of the form and select the template you want to use.
Click Print Preview to see how the form will look when printed.
Continue selecting and viewing templates until you find the one you want.
If you don't see one you want, you can download more for free from the QuickBooks Template Gallery.
Once you've found the template you want to use:
If you don't want to make any changes to the template, you can start using the form now.
To edit the template, click the Customize button in the upper right of the form to customize it.
Note: If you receive a message about editing a predefined template, click Cancel and select a different template to edit. Predefined templates have limited options for customization.
To create a new customized form that's based on this template, duplicate the form and then customize it.
Fill in the top part of the sales form.
If you already have a record for the customer in your Customers & Jobs list,
QuickBooks uses that information to fill in as much of the top part of the form
as possible. You can make changes or enter further information about a new customer,
Most of the entries you make will be in these fields:
Date: QuickBooks inserts today's date. Press the plus
key (+) to increase the date by one day; press the minus key (-) to decrease
the date by one day.
Invoice or Sale Number: QuickBooks
automatically increments this number by one for each new invoice, sales
receipt, or credit memo. Press the plus key (+) to increase the number by one;
press the minus key (-) to decrease the number by one.
Bill To or Sold To: Even though you
entered the customer's name in the Customer:Job field, the Bill To field
(on invoices) and the Sold To field (on sales receipts) also hold the
customer's name and an address. Because the Bill To and Sold To fields
appear on the printed form (the Customer:Job field does not), you may want to
represent the customer's name differently than you did on the Customer:Job
list. For example, if last names appear first on the list, you probably want
the order to be first name, last name on the printed form. You can also add a
title, such as Dr., Mr., Ms., or Mrs.; a company name; "Attn."; and
Terms: QuickBooks enters payment terms if you have set
terms up for the customer. QuickBooks uses the terms to determine the due date
of the invoice and to indicate whether you owe your customer a discount for
Important: Make sure that you select the payment method. When you
later make deposits to your bank account, you'll want to group deposits by
the type of payment method.
In the detail area, enter the line items, that is, the products and services you're selling.
To enter a line item
Note: If you're using a custom template, the column names may be different than the ones in the steps below.
Click anywhere in a line.
Click the drop-down arrow in the Item column and then do one of the following:
Click an existing item.
Click and then fill out the information in the New Item window.
When you select or add an item, the description and amount are filled in for you on the sales receipt. You can change this information if you need to.
Enter a quantity in the Qty column.
(If unit of measure is turned on and set to Multiple U/M Per Item) Do one of the following:
Leave the default unit of measure.
Click the U/M drop-down arrow and then click Convert to have QuickBooks calculate the current quantity of the item in the new unit of measure.
For example, if you originally have 6 feet and want to change the unit of measure to yards, the converted quantity becomes 2 yards. The rate or amount stays the same.
Click the U/M drop-down arrow and then click Change to change the rate or amount but keep the same unit quantity.
For example, if you change the unit from 1 box to 1 case, there will be more
units in the case than there were in the box, which results in a higher rate
Click and then fill out the information in the New Unit of Measure window.
(If you use price levels) Do one of the following:
Leave the default rate.
Click the Rate drop-down arrow and then click a price level.
If the line item is an inventory part or assembly item, click the Site drop-down arrow to select the site the item is coming from.
To insert a line item between two others
Click where you want to insert the new line.
Go to the Edit menu and click Insert Line.
To delete a line item
Click the line you want to delete.
Go to the Edit menu and click Delete Line.
(Optional) Enter a message for your customer in the Customer Message field.
(If necessary) Change any sales tax information.
You can change the sales tax rate for a specific sale at the time you make the sale (or create an estimate, credit memo, etc.). You also can change the taxable status of the customer, or a particular item, just for that sale.
For example, a customer who is normally taxable may be buying items for a non-profit organization. Sales to non-profits are not taxed, regardless of the taxable status of the items you're selling or the taxable status of the customer. In this case, you could change the customer's sales tax code for this particular sale.
Note: Any changes you make for a specific sale affect only that sale.
For a specific sale, I need to change:
An item's sales tax code (column)
In the Tax column on the right of the sales form, click the drop-down list for each item that you want to change and choose the sales tax code you want to use. If you need to add a new sales tax code, select .
To permanently change the sales tax code associated with a particular item that you sell, you must edit the item record.
The customer's sales tax code
In the Tax drop-down list at the bottom of the sales form, choose the sales tax item you want to apply to this sale. If you have a new sales tax item and rate that you want to use, select to add a new sales tax item.
To permanently change the sales tax rate associated with a specific customer, for example if you sell to a customer in her home, and she moves to a county with a different sales tax rate, edit the customer
To permanently change the sales tax rate associated with a particular sales tax item, for example, if there was an increase in the sales tax rate for your county, you must create a new sales tax item.
The vendor's sales tax code
In the Customer Tax Code field at the bottom of the sales form, click the drop-down list and choose the sales tax code you want to use for this customer. If you need to add a new sales tax code, select .
To permanently change the sales tax code associated with a specific customer, you must
edit the customer record.
Select how you want to deposit the
(Optional) Enter a memo for this sale.
The memo is a reminder to you. It is not shown on the printed form. It is
displayed onscreen and on sales reports that include this sale.
Choose one of the following options:
Select the To be printed checkbox if you plan to print the sales
Print it now.
To print a single copy of the form, click Print on the form toolbar and then click Print.
To access more print options in the form window, click the Print drop-down arrow and then click the print option.
About Print options
Preview: Displays a preview of the current form before you
print it. Not all forms have the Preview option.
Print: Prints the current form.
Print Batch: Allows you to print more than one form.
Print Packing Slips: Prints a packing slip based on the contents of the current form.
Print Shipping Label: Prints shipping labels. Only available if the Ship To field is selected for the template and the field is filled out.
If you don't see the Ship To field on your form, you need to add it to the onscreen form:
Click the Customize drop-down arrow at the top of the form, then click Additional Customization.
Note: If you don't see the Customize drop-down arrow, you may need to resize or maximize the window.
Click the Header tab and in the Ship to line select Screen for the
ship-to information to appear onscreen as you fill out the form.
To print the ship-to information on the form select Print on the Ship to line.
Enter the ship-to information on the form.
Print Envelope: Opens the Envelope Options window where you can select options for your envelopes. Make your selections and then click OK.
Note: Some Print menus contain an option to Order Business Forms.
To quickly print the current form, go to the File menu, choose Print, and then click Print.
To print more than one form, go the File menu, choose Print Forms, and then click the forms you want to print.
Printing invoices, sales orders, purchase orders, and other forms
Note: Printing the sales receipt does not save the transaction in
Save the transaction.
Click Save & Close to save the transaction and close
Click Save & New to save the transaction and enter a
When you save a sales receipt, QuickBooks does several things behind the
QuickBooks tracks your sales and income from the sales receipt.
The sales by item summary report, which summarizes your sales subtotaled by
the types of items you sell, increments the items that you sold.
The income accounts associated with the items sold increases, which you can
see in your profit and loss report.
Track daily overages and
Handle refunds and
Apply sales tax to a
Mark a sale as pending
Memorize a sales receipt
Edit a previous sales receipt
Customize your sales receipt forms
Charge costs back to customers (reimbursable expenses)
If you received full payment and you don't track sales by individual customer or job, enter a sales summary.
View sales receipts in
the Undeposited Funds Register
What happens after I record the sale?
After you enter a sale, QuickBooks does the following:
It increases your sales income by the amount of each line item.
It adjusts your cost of goods sold by the quantity sold multiplied
by the average cost of each item.
It enters a transaction in your inventory register for each item sold.
Note: As you sell items, QuickBooks assumes that you are reducing the value of your inventory by the number of items sold times the average cost per item. Thus, a sale does not affect the average cost.