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What's important about the Enter Sales Receipts window

When do I enter a transaction as a sales receipt?

Enter a sales receipt to record point-of-sale payments when you receive full payment at the time of the sale. Sales receipts include payments by cash, check, or credit card. You can enter individual sales or, if you don't need to track each sale individually, use this form to summarize your day's sales activity.

On the Payments taskbar and the toolbar

Use the Payments taskbar

Previous and Next

Previous and Next

Print

Print

Ship

Ship

E-mail

Prepares this form to be sent by e-mail or via U.S. mail (invoices).

Send options

Mail Invoice: Prepares the invoice to be mailed via U.S. mail, using QuickBooks Billing Solutions.

Send Batch: Sends e-mail forms (or invoices via U.S. mail) that you prepared previously but deferred sending until later.

Billing Solution Options: For Billing Solutions subscribers, displays options so you can turn Online Billing features on or off and to set your preferences for using these features. For nonsubscribers, displays information about QuickBooks Billing Solutions.

Account Activity: For Billing Solutions subscribers, displays recent account activity.

Email options

Send: Prepares the form to be sent by email.

Send Batch: Sends e-mail forms you prepared previously, but deferred sending until later.

Billing Solution Options: For Billing Solutions subscribers, displays options to let you turn Online Billing features on and off and to set your preferences for using these features. For non-subscribers, displays information about QuickBooks Billing Solutions.

Find

Opens a window that allows you to search for transactions related to the form you're using. For example, if you have an invoice open, clicking Find allows you to search for a particular invoice or invoices.

Swipe Card (for QuickBooks Merchant Service users)

Swipe Card

Spelling

Spelling

History

Lists the transactions that are related or "linked" to the transaction you have open.

On the form

Customer Message

You can use this field to add a message for your customer. For example:

  • Thank you for your business.

  • All work is complete.

The message you add is displayed on the form when you print it. To add information for your own records that you don't want your customer to see, use the Memo field instead.

Exchange Rate

If you use multi-currency, this is the exchange rate for the customer's currency to your company's home currency.

Amounts in the detail area are shown in the customer's currency. The total amount is shown in both the customer's currency and your home currency.

Template

Click the drop-down list to select the template that you want to use with the form. You can use the templates that came with QuickBooks, download from a gallery of predesigned forms, or you can create your own customized template.

Item

In this column enter the names of the items that you want to include in this sale. As you enter each item, QuickBooks fills in the item's description and cost. You can enter any kind of item except payment items.

QuickBooks displays an "Item not found" message if the item name you enter is not on the Item list. To add the new item to the list, click Set Up.

Class column (if class tracking is turned on)

If you turn on class tracking in Accounting Preferences, a Class column appears on this form if you are using one of the default templates. Entries in that column indicate the class of the line items.

If you turned on class tracking but you do not see the Class column

  1. Under Form Template, select Customize and click Edit to customize the form.

  2. On the Columns tab, click the Screen checkbox for the Class columns row.

  3. (Optional) If you want the class to appear when you print the form, click the Print checkbox for the Class columns row.

Memo

You can enter a short note to yourself about the sale here. The memo is displayed on reports that include this sale.

To enter information for your customer on the printed form, use the Customer Message field instead.

Add Time/Costs

Opens the Choose Billable Time and Costs window where you can select which costs you want to be displayed on the invoice you are writing.

Process credit or card payment when saving (for QuickBooks Merchant Account users)

Process credit card payment when saving

Tax column, Tax field, and Customer Tax Code field (appear only if sales tax is turned on)

Sales forms have three areas related to sales tax.

  • The sales tax code shown in the Tax column on the right of the sales form is the one you assigned to the item for tracking its taxable status.

  • The Tax field at the bottom of the line items shows the sales tax item that you assigned to the customer. The sales tax rate associated with that item is shown to the right in parentheses. QuickBooks uses the this sales tax rate to calculate the sales tax for the sale based on the taxable items being sold.

  • The Customer Tax Code at the bottom of the sales form indicates the taxable status you assigned to this customer. At the time of your sale, QuickBooks checks to see if the customer is taxable. If so, the line items are checked. All taxable line items on the sale are totaled and multiplied by the rate of the sales tax item you assigned to the customer. For a new customer, QuickBooks uses the most common tax rate that you set up in your sales tax preferences.

To be printed

Select this checkbox to add this form to a list of forms to be printed later. When you select this checkbox, you can send a group of forms to the printer at one time so that you don't have to print each one separately.

When you're ready to print a batch of forms, go to the File menu and click Print Forms. Select the type of form that you want to print.

To be e-mailed

Select this checkbox to add this sales receipt to the list of forms to be e-mailed later. When you are ready to send the forms you marked as "To be e-mailed," go to the File menu and click Send Forms.

Summary, recent transactions, and notes

See also

KB ID# H_SALESFORM_RCPT_F1
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