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Enter a sales receipt (if you track customers and jobs)

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 credit card.

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.

To do this task

  1. Go to the Customers menu and click Enter Sales Receipts. Shortcut

  2. 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.

  3. (Optional) Select a class for the sale.

    How do I turn on class tracking?

  4. Click the Template drop-down list and choose a template.

    To do this task

    1. (Optional but recommended) Download predesigned templates from the QuickBooks Template Gallery.

    2. 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.

    3. Click the drop-down arrow on the upper right side of the form and select the template you want to use.

      Templates list in form window

    4. Click Print Preview to see how the form will look when printed.

    5. 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.

    6. 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.

  5. 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, as necessary.

    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 so on.

    • 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 early payment.

    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.

  6. 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.

    1. Click anywhere in a line.

    2. 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.

    3. Enter a quantity in the Qty column.

    4. (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 or amount.

      • Click and then fill out the information in the New Unit of Measure window.

    5. (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.

    6. 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

    1. Click where you want to insert the new line.

    2. Go to the Edit menu and click Insert Line.

    To delete a line item

    1. Click the line you want to delete.

    2. Go to the Edit menu and click Delete Line.

  7. (Optional) Enter a message for your customer in the Customer Message field.

  8. (If necessary) Change any sales tax information.

    Topic titled "Changing sales tax information for a specific sale" goes here
  9. Select how you want to deposit the cash.

  10. (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.

  11. Choose one of the following options:

    • Select the To be printed checkbox if you plan to print the sales receipt later.

    • Print it now.

      "Print topic" goes here

    Note: Printing the sales receipt does not save the transaction in QuickBooks.

  12. Save the transaction.

    Save the transaction.

What happens when you save a sales receipt?

When you save a sales receipt, QuickBooks does several things behind the scenes:

  • 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.

See also

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