Creating a sales summary

If you don't need to track cash sales for each customer, you can record all your cash sales for a specific period of time on a single cash sales receipt. The cash sales receipt acts as a summary of your sales for that period of time.

First, create a sales summary template:

  1. Choose Customers > Enter Sales Receipts.
  2. Fill in the form as follows:
    • Leave the Customer:Job field blank.
    • If you track sales by payment method, enter a method (cash, check, etc.) in the Pay Method field.
    • In the detail area, enter all the items you normally sell on a given day, week, or month — whatever period you plan to summarize.
    • Leave the Quantity column blank since you'll be filling it in at the end of the specified period.
  3. Choose Edit > Memorize Sales Receipt.
  4. In the window that appears, enter a descriptive name for template (for example, “Daily Sales Summary”).
  5. Click OK to add the template to your Memorized Transaction list.
  6. If you track sales by payment method, select a different payment method and memorize the template again. Repeat this step until you have covered all the payment methods.
  7. Click Cancel to close the Enter Sales Receipts window. Do not record the transaction.

Then, use the template to create sales summaries:

  1. Choose Lists > Memorized Transactions.
  2. Select the sales summary template you want, and then choose Use from the Action pop-up menu ( image).
  3. Complete the sales summary as follows:
    • In the Quantity column, enter the number you sold of each item.
    • For items you didn't sell, click the line item's entry and choose Edit > Delete Line.
    • In the Memo field, enter the dates for the period you are summarizing.

When the price of an item changes

You must create a new sales summary template that reflects the new price. When you memorize the new template, save it under the name you chose for the original template. QuickBooks will then replace the original template with the new template.