How to Record a Sales Receipt | QuickBooks Online Tutorial 2018

How to Record a Sales Receipt | QuickBooks Online Tutorial 2018

December 2, 2019 1 By Luis Garrison


If a customer pays you for their purchase right away, such as at a retail location or a restaurant, you need to record your sale with a sales receipt. To enter a sales receipt, open the Create menu, and then underneath Customers, select Sales Receipt. The very first thing that a sales receipt asks you to enter is the customer’s name. On a sales receipt, however, the customer’s name is optional. But if you want to get the most out of QuickBooks’ reporting capabilities, and track your sales by customer, then you do need to enter a customer’s name here. Let’s record a sale for one of our customers named Jason Ruvaldt. Right here, we have the date that the sale took place, and then also a payment method, so this is how exactly the customer paid us. We click the drop-down arrow here, and you can choose between all of these different payment methods, or if you want to add a new payment type, you can also click on Add New, right here. Jason paid us with cash. There’s no need for a reference number, because Jason paid with cash, but if your customer gave you a check, this would be the place where you’d put the check number. We also have a field right here that tells QuickBooks where the money is being deposited. Now it’s tempting to choose Checking right here, and in some cases, you may actually be depositing the money directly to your checking account. If that’s the case, you can choose Checking. But if the customer’s payment is being grouped together with other customer payments that you accept throughout the day, and then deposit it at the bank at the end of the day, this needs to be entered as Undeposited Funds. Undeposited Funds is an account that summarizes all of the money that you’ve received from your customers over the course of a day or several days that has not been deposited at the bank yet. This could be a cash register or a drawer where you keep cash and checks that have been given to you by customers. If any of those cases applies to this payment, you should choose Undeposited Funds here, that way you can group those payments together in a single deposit later on. Right here in the Products and Services area, we enter what it is that we’re charging the customer for. By clicking the drop-down arrow, you can choose from a list of your products and services on your Products and Services list, or you can type in the name of a new product or service here. We’re going to charge this customer for gardening services. Notice that QuickBooks automatically populates both the description and the amount column, because it’s drawing information from the Products and Services’ list. Continue to add products and services that are to be included in this sale right here. Once you’re done entering this sale, you can choose from various save options, such as Save and close, which saves the sale receipt and closes it so you can go back to looking at what you were looking at before entering this sale. There’s also Save and send, which saves the sales receipt and emails the receipt to the customer, and then there’s Save and new, which saves the sales receipt and brings up a new blank sales receipt for you to enter afterward. We’re going to Save and send this sales receipt. Right here, we can see the subject line of the email that gets sent to them, as well as the body of the email, and over here on the right-hand side, we see a preview of the sales receipt that’s sent to them. Now, we just Send and close. And, that sale has been entered. Sales receipts allow you to record both the sale and the receipt of payment in the same transaction. [MUSIC]