How to Record a Sales Receipt in QuickBooks 2015

By Stephen L. Nelson

You record a sales receipt in QuickBooks 2015 when a customer pays you in full for the goods at the point of sale. The following steps describe how to record sales receipts for products, which are the most complicated type of cash sale. Recording sales receipts for services works basically the same way. Simply fill in fewer fields.

  1. Choose Customers→Enter Sales Receipts.

    Or, on the Home screen, click the Create Sales Receipts icon. Or, in the Customer Center, choose the customer from the list and then choose New Transactions→Sales Receipts.

    The Enter Sales Receipts window appears.

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    QuickBooks customizes its forms to fit your particular type of business.

  2. Identify the customer and, if necessary, the job.

    Activate the Customer:Job drop-down list by clicking the down arrow to the right of the box. Scroll through the Customer:Job list until you see the customer or job name that you want and then click it. Note that unlike with invoices, the Customer:Job field isn’t required for cash sales.

  3. (Optional) Specify a class for the sales receipt.

    If you’re using classes to categorize transactions, activate the Class drop-down list and select the appropriate class for the sales receipt.

  4. Date the sales receipt.

    Press Tab to move the cursor to the Date text box. Then type the correct date in MM/DD/YYYY format. You can change the date by using any of the date-editing codes.

  5. (Optional) Enter a sale number.

    QuickBooks suggests a sale number by adding 1 to the last sale number you used. Use this number or tab to the Sale No. text box and change the number to whatever you want.

  6. Fix the Sold To address, if necessary.

    QuickBooks grabs the billing address from the Customer list and uses the billing address as the Sold To address. You can change the address for the cash sale, however, by replacing the appropriate part of the usual billing address.

  7. Record the check number.

    Enter the customer’s check number in the Check No. text box. If the customer is paying you with cold hard cash, you can leave the Check No. text box empty.

  8. Specify the payment method.

    To specify the payment method, activate the Payment Method drop-down list and select something from it: cash, check, Visa, MasterCard, or whatever. If you don’t see the payment method that you want to use, you can add the method to the Payment Method list. Choose Add New to display the New Payment Method dialog box. Enter a description of the payment method in the text box and click OK.

  9. Describe each item that you’re selling.

    Move the cursor to the first row of the Item/Description/Tax/Qty/Rate/Amount list box. When you do, QuickBooks turns the Item field into a drop-down list. Activate the Item drop-down list of the first empty row in the list box and then select the item.

    When you do, QuickBooks fills in the Description and Rate text boxes with whatever sales description and sales price you entered in the Item list. Enter the number of items sold in the Qty text box. Describe each of the other items you’re selling by filling in the next empty rows of the list box.

  10. Describe any special items that the sales receipt should include.

    Here’s the scoop: QuickBooks thinks that anything that you stick on a receipt is something that you’re selling. If you sell blue, yellow, and red thingamajigs, you obviously need to add each of these items to the Item list. But if you add freight charges to your receipt, QuickBooks thinks that these charges are just another thingamajig and requires you to enter another item in the list.

    To include one of these special items, move the cursor to the next empty row in the Item box, activate the drop-down list by clicking the arrow on the right side of the box, and then select the special item. After QuickBooks fills in the Description and Rate text boxes, you might need to edit this information.

    If you selected the Taxable check box when you added the item to the Item list, the word Tax appears in the Tax column to indicate that the item will be taxed.

    If you want to include a discount item, you need to stick a subtotal item on the receipt after the inventory items or other items you want to discount. Then stick the discount item directly after the subtotal item. In this way, QuickBooks calculates the discount as a percentage of the subtotal.

  11. (Optional) Add a customer message.

    Click in the Customer Message box, activate its drop-down list, and select a clever customer message. To add customer messages to the customer message list, select Add New. When QuickBooks displays the New Customer Message box, fill it in and then click OK.

  12. Specify the sales tax.

    If you specify tax information when you create your company file during the QuickBooks Setup, QuickBooks fills in the default tax information by adding the taxable items and multiplying by the percentage you indicated when you created your company file. If the information is okay, move on to Step 13. If not, move the cursor to the Tax box and choose the correct sales tax.

  13. Add a memo in the Memo text box.

    You can include a memo description with the cash sale information. This memo isn’t for your customer. It doesn’t even print on the cash receipt, should you decide to print one. The memo is for your eyes only. Memo descriptions give you a way to store information that’s related to a sale with the sales receipt information.

  14. Decide whether you’re going to print the receipt.

    If you aren’t going to print the receipt, make sure that the Print Later check box is empty.

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  15. Save the sales receipt.

    To save a completed sales receipt, click either the Save & Close button or the Save & New button.