How to Record a Sales Receipt in QuickBooks 2011 - dummies

How to Record a Sales Receipt in QuickBooks 2011

By Stephen L. Nelson

To bill a customer in QuickBooks, you create an invoice. To record the fact that you sold the customer some item — presumably this is because the customer simultaneously purchases and pays for the item or service — you dont invoice the customer. Rather, you create a sales receipt. A QuickBooks sales receipt looks very, very similar to an invoice. However, it doesn’t include shipping information (because that’s irrelevant) and it lets you record the amount that the customer pays.

To record a sales receipt when it is appropriate, choose Customers→Enter Sales Receipts and then follow these steps:

  1. In the Enter Sales Receipts window, use the Customer:Job box to describe the customer or, optionally, the customer and job.

    If you’re tracking classes, use the Class drop-down list to identify the class.


  2. Provide the sales receipt header info.

    A sales receipt, like an invoice, includes some header information. Specifically, the sales receipt includes a sales receipt date and a sales number. The sales receipt also includes a Sold To box, which shows the customer name and address.

  3. Use the items column to describe the items that you’re selling.

    The items column on a sales receipt works exactly the same as the items column on an invoice.

  4. (Optional) If you want, enter a customer message in the footer area of the Enter Sales Receipts window.

    This might be a good place to include your return policy. If you’ve added other footer information to the Enter Sales Receipts window, you can include that information, too.

  5. Describe where the sales proceeds go.

    In the bottom-left corner, the Enter Sales Receipts window may show a Deposit To drop-down list. Use this drop-down list to indicate what you do with the money that you receive from this sale.

  6. (Optional) To print a copy of the receipt, click the Print button.

    The Previous, Next, Find, Spelling, History, and Time/Cost buttons on the Enter Sales Receipts window work identically to the same buttons on the Create Invoices window.

  7. Click the Save & Close or Save & New button to save the sales receipt.

    These buttons work the same way for the Enter Sales Receipts window as they do for the Create Invoices window.

    The Enter Sales Receipts window includes a To Be Printed check box in the footer area. If you select this check box, QuickBooks adds the sales receipt to its list of unprinted sales receipts. You can print them by choosing File→Print Forms→Sales Receipt. There’s also a To Be E-mailed check box that you can mark if you want to later e-mail a receipt.