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How to Record Sales in QuickBooks

Confused about how to record sales in QuickBooks?

It is not too difficult once you learn which form you should use to record a sale.

Record Sales in QuickBooks Using Sales Receipts:

Every sale or sale totals is recorded on a sales form.

A sales form is either an invoice or a sales receipt depending on when payment is received.

You will use an invoice if you expect to receive the payment later and a sales receipt when you receive payment at the time you make the sale.

On this page we are going to discuss recording a sale in QuickBooks with the Sale Receipt form.

There are two ways to record sales in QuickBooks in a sales receipt. One is to record each sale separately and the other is to record daily, weekly, or monthly sales in one lump sum such as a daily cash register total.

Sale eceipt in QuickBooks

Record Sales in QuickBooks Tutorial:

1. Choose CustomersEnter Sales Receipt: (The Enter Sales Receipt window shown above will pop up.)

2. Enter Customer: Job
If you have already filled in your customer list, click on the down arrow to the right of the Customer:Job box. Click on the customer or job the sale is for.

If you have not filled out your customer list yet, you can just type it in.

When you tab over the Customer:Job not found window will pop up. Click Quick Add if you do not want to enter additional information about your customer in or click the Set Up button. The New Customer window will pop up. Fill in required information. See this page for instructions.

Or if you record sales in QuickBooks in a lump sum as stated above, simply type in Daily Sales, or Weekly Sales, or Monthly Sales. Click Quick Add when the little window pops up.

As a web site owner, I find this method works better for me when recording my ebook sales. I do not want to fill out a sales receipt for each sale. But there’s not a right way and a wrong way here -- record sales in QuickBooks the way that works out best for you.

Note: Unlike invoices the Customer: Job field is not required and could be left blank if so desired.

3. Choose a class: if you have class tracking activate in QuickBooks.

4. Fill in the date:
Type in the date or with your cursor on the data field ... use one of the shortcuts listed below:

Select This Key To Make This Happen
+ Adds one day to the date shown
T Replaces the date shown with today’s date
- Subtracts one day from the date shown
Y Changes the date to the first day in the year
R Changes the date to the last day in the year
M Changes the date to the first day in the month
H Changes the date to the last day in the month

5. Enter a sale number: (This field is optional.) QuickBooks will automatically add one to the last sales number you used. You can use it or change it.

6. Fill out Sold To address: (This field is optional)
QuickBooks will automatically fill in the address you put in on the customer. You can use it or change it. If you used “Quick Add” this field will be blank. You can leave it blank, if so desired.

7. Record Check number: (This field is optional.)

8. Choose payment method: (This field is optional.)

9. Fill in item sold:
When you click on the first row under the Item heading, a down arrow will appear. If you have set up your item list you can scroll down and click on the item sold.

If the item you sold isn't in there, you can click on Add New and enter it. See step-by-step instructions on setting up your item list.

When you click on your item, QuickBooks automatically fills in the description and rate text boxes with whatever information you entered.

Enter the number of items sold.

Go to the second row under the Item heading.

You can enter additional items sold or any special items that should be included such as selling fees, discounts, shipping charges, etc. See this page for details on setting these special items up to record sales in QuickBooks.

If you set your item up as a taxable item, the word Tax will appear in the Tax column to show it will be taxed.

If you want to include a discount on the total amount you will need to click on your subtotal item after all your items have been listed, then click on your discount item in the next row.

10. Write a message in the Customer Message Box:
Some like to put their return policy here. This field is optional.

11. Decide if you want to print it: If not make sure the print check box is deselected.

12. Click Save and Close or Save and New.

Last step in our Record Sales in QuickBooks Tutorial:

That money is now sitting in an account called Undeposited Funds. Just as in real life, we need to deposit that money into the appropriate bank account.

Choose BankingMake Deposits

The funds will be in there that you entered into the Sales Receipts. Choose which bank account you want the funds to be deposited into and make sure the date is correct. Click Save and Close or Save and New.

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