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Select a template for retail sales forms

To choose a template to use when completing and printing retail sales forms, click the name of the template you want from the drop-down list on the form.

You can use the form templates that come with QuickBooks or you can create your own templates.

QuickBooks Retail Editions templates

This edition of QuickBooks includes several predefined sales templates to help you get started quickly.

Template Name

Form Type

Description

Retail Estimate

Estimate

Use this template to create estimates for your customers. Estimates are useful for communicating the products, services and prices for a job before you begin work. Also, if you invoice for phases of a job, you can turn an estimate into a series of progress invoices.

Work Order

Sales Order

Use this template to create work orders for services you perform. Work orders are based on QuickBooks sales orders, and they are useful for documenting the products and services you'll sell to the customer once the customer has authorized the work. Work Orders are similar to estimates, but they cannot be used to create progress invoices.

Layaway Sales Order

Sales Order

Use this template to record layaway sales.

Retail Sales Order

Sales Order

Use this template to record orders from your customers when you don't immediately perform the work or ship the product.

Daily Sales Summary

Sales Receipt

Use this template to enter daily sales totals from cash register tapes, POS systems, or if you use another system to summarize sales.

Return Receipt

Credit Memo

Use this template to record the return of merchandise and when you issue a refund.

Intuit standard templates

QuickBooks comes with three different formats for invoices for you to choose from. The Service, Professional, and Product formats are preset formats that offer fields for specific types of businesses. These forms are often referred to as the Intuit Standard Invoice templates.

Customizing sales forms for retail sales

You can use the templates that come with QuickBooks, or you can design your own by duplicating one of the Intuit standard forms, then adding or deleting fields and columns, adding a logo, changing the fonts, and so on.

Retailers might want to create a custom field for items in QuickBooks to enter the suggested retail price (SRP) for each item you sell. If you wanted the suggested retail price to appear on an invoice or sales receipt, you would add a column called SRP to that sales form. Whenever you select the item on your sales form, QuickBooks displays the SRP.

Here are some other examples of why retailers might use their own custom fields, customized sales forms, or a combination of both:

  • To keep track of customers' resale numbers (for sales to resellers)

  • To include a unit of measurement (such as "case").

  • On invoice templates, you may want to add your standard payment and finance charge terms to the bottom of the form.

Customizing sales forms for retail service businesses

If you also sell services, you may want to make some of these changes to the standard sales forms:

  • Remove the Item column from the printed invoice form (not from the onscreen form). If you provide a detailed description for each item you set up, you don't need to display the item name to customers, and in some cases your item name may be confusing to the customer.

  • Change the title of the Quantity column to "Hours."

  • If you always invoice for a fixed price, remove the Rate column. The Amount column is all you need.

  • If you only sell services, remove the shipping information from the invoice or sales receipt forms.

  • Add a customized field for a customer or job number. (To do this, you must first add the field to your Customers & Jobs list.)

  • Display a service guarantee or licensing information on the sales form.

See also

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