Sales: Creating a sales receipt
You give a customer a sales receipt when they pay you on the spot. (If a customer is paying you later, then send them an invoice.)
Watch videos on sales receipts
- Choose Customers > Enter Sales Receipts. How do I use this form?
- To create a sales receipt, click the "Create a Sales Receipt" on the left panel or click the + at the bottom of the list. To edit a sales receipt, select a sales receipt in the list on the left panel.
- Enter the information for the sales receipt, and click Save.
Note: You can also create sales forms using the Customer Center and Transaction Center.
-
Customer:Job. Select the customer or job you want to create the sales receipt for. You can also enter a new customer:job name, and QuickBooks will prompt you to set it up. QuickBooks will automatically alert you if you choose a customer:job that has outstanding billable
time or costs.
Tip for cash sales: You can leave the Customer:Job field blank unless you specifically want to add the customer to the Customer:Job list. To include the name on the printed sales receipt, type the name in the Sold To field.
- Class. If you're using classes, choose which on you want to use. (If you don't see this, you need to turn classes on in Preferences.)
- Sold to. The address you have for the customer displays here. This is how the customer contact information will appear here. You can make any changes you need to.
- Date. Today's date, which you can change. Tip: Press + to increase the date by one day; press - to decrease the date by one day.
- Sale No. QuickBooks automatically increments this number by one for each new sales receipt. Tip: Press + to increase the number by one; press - to decrease the number by one.
- Check No. If your customer is paying by check, you can enter the check's number here.
- Payment Method. Select the payment method you customer is using. If you're processing a credit or debit card in QuickBooks, select the type of credit card. Be sure “Process credit card” is selected. When you click OK, enter the card information.
- Item. Select what you've sold this customer. You can include anything on the Items list here. You also enter a new item, and QuickBooks will prompt you to set it up. Tip: If you need to insert an item between two others, select the item line where you want the new one and choose Edit > Insert Line. Likewise, if you want to delete an item, select the item then choose Edit > Delete Line.
- Description. The description of the item you entered when you created the item. You can change this if you need to. Tip: You can enter multiple lines for your description, up to 4095 characters. Use Option-Return to put in a line break.
- Quantity. How many of the items does your customer need to pay you for? This could be 400 antennaes or 10 hours of web design. If you leave this blank, QuickBooks assumes the quantity is 1.
- Rate. How much you charge for the item. If you entered this when you created the item, QuickBooks enters it for you. If you didn't or you need to change it, just edit this box.
- Amount. This is the total amount (Quantity x Rate) for this item that QuickBooks calculates for you.
- Taxable. If the item is taxable, click this box.
- Customer Message. A message for our customer, either on from your Customer Messages list or enter a new one.
- Tax. The tax item you assigned to the customer or the default tax if you have not assigned a tax item to the customer. QuickBooks uses the tax item to calculate the tax. You can also select a different rate from the list of tax items if you need to.
- Group with other undeposited funds/Deposit to. Click "Group with other undeposited funds" to hold the payment in your Undeposited Funds account. To deposit the payment, choose Banking > Make Deposits and select the payment. When you record the deposit, QuickBooks transfers the payment amount from Undeposited Funds to your QuickBooks bank account. To deposit the funds now, click "Deposit to" and enter the name of the bank account where you would like QuickBooks to deposit the payment.
If you have an Intuit Merchant Services account, you can process your customer's credit or debit card when you fill out a sales receipt.
Important: You should always swipe the credit card when you have it in hand, even if you already have the credit card on file. Only transactions from a card swipe are eligible for a lower discount rate.
- Be sure you select a credit card for the Payment Type.
- Be sure the "Process credit card" checkbox is selected.
- Swipe the credit card or enter the card information.
More detail
Note: When you use the Intuit card reader, you may see a message box that says the card reader needs to be identified. You can ignore this message by clicking the red circle in the top left corner of the message box to dismiss it.
- Click OK.
You'll see a confirmation when the transaction is complete.
Card-swiped
A credit card transaction where you physically swipe a card in hand with a card reader. Card-swiped transactions qualify for a lower discount rate because they carry a lower risk of credit card fraud. If you do repeat business with a customer, you must swipe the credit card every timeyou process it to receive this lower rate for each transaction.
Other things to know about sales receipts:
-
Add time and costs to your sales receipt. If you've incurred expenses for your customer, such as mileage or other expenses, you can add that to a sales receipt to be reimbursed by your customer.
- View the credit card information for the customer. If you are using Intuit Merchant Account Service to charge customer credit cards, you can click Charge Info to see the credit card information of this customer you selected.
-
Print, email, add to Calendar. You can mark the sales receipt as
to be printed or
emailed later. Then choose File > Print forms or File > Email forms. You can also add a reminder to Calendar.
-
Apply sales tax. If you're charging sales tax for the items, click Taxable to apply sales tax.
- More about using this form