How to Record a Sales Receipt with QuickBooks 2010 - dummies

How to Record a Sales Receipt with QuickBooks 2010

QuickBooks 2010 allows you to create a sales receipt when a customer buys an item without the need for an invoice. A 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.

1Choose Customers→Enter Sales Receipts.

The Enter Sales Receipts window appears.

2In the Customer:Job text box, describe the customer or, optionally, the customer and job.

Select the customer from the Customer:Job drop-down list. Or, if the customer is a new customer that you haven’t yet invoiced or described in the Customer List, enter a brief name for the customer in the text box.

3Use the Class drop-down list to identify the class if you're performing class tracking.

You can use classes to get a better handle on your business’s finances.

4Confirm that the sales receipt header information is correct.

A sales receipt header includes a sales receipt date and a sales number. It also includes a Sold To text box, which shows the customer name and address.

5In the items column, describe the items that you’re selling.

Use a single row for each item. For each item, you enter the quantity ordered, the code for the item, and a price or rate. QuickBooks retrieves an item description from your Item List and places this data into the Description column.

QuickBooks also calculates the amount billed for the item by multiplying the quantity by the price or rate. You can, however, edit both the Description and the Amount fields. If you edit the Amount field, QuickBooks recalculates the Price Each field by dividing the amount by the quantity.

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

If you’ve added other footer information to the Enter Sales Receipts window (because you’ve customized the sales receipt form template) you can include that information, too.

7In the Deposit To drop-down list, in the bottom-left corner of the Enter Sales Receipts window, indicate what you do with the money that you receive from this sale.

If you immediately deposit the amount into a bank account, select the account into which you’ll deposit the check. If you want to batch this receipt with a bunch of other receipts, select Group with Other Undeposited Fund.

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

You can also use the Previous, Next, Find, Spelling, History, and Time/Cost buttons on the Enter Sales Receipts window, if you want.

9Click the Save & Close or Save & New button to save the sales receipt.

Click the Save & Close button if you want to save the receipt and close the Enter Sales Receipts window. You use the Save & New button if you want to save the receipt and then enter another receipt into the blank version of the Enter Sales Receipts window.