Was this page helpful?
Thank you!

Comments or suggestions?



Enter Email Address (optional)
email

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.

        or

      • 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.

        or

      • 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.

    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 record.

      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.

  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.

      To print from the form window

      1. To print a single copy of the form, click Print on the form toolbar and then click Print.

      2. To access more print options in the form window, click the Print drop-down arrow and then click the print option.

        Print drop-down menu

        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:

          1. 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.

          2. 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.

          3. Click OK.

          4. 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 print from the Print Forms menu

      • 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.

      See also

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

  12. Save the transaction.

    • Click Save & Close to save the transaction and close the window.

    • Click Save & New to save the transaction and enter a new one.

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

KB ID# H_SALESFORM_RCPT_CREATE
4/18/2014 11:51:46 PM
QYPPRDQBKSWS02 9102 Pro 2013 a033d8