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Company Gear Company Settings Customers Invoice Sales Receipt Sales Receipt 2 Settings

How to add Shipping Fields to QBO Sales Forms – Invoice and Sales Receipt

How to add Shipping Fields to QBO Sales Forms – Invoice and Sales Receipt

To turn the shipping fields on – Gear at the top right corner | Your Company | Account Settings | Sales | Sales Form Content | Shipping | On | Save
Adds shipping fields (date, tracking number, destination, subtotal) to sales forms (Invoice, Sales Receipt).

Related setting: Advanced | Chart of accounts | Shipping account

If you like the “Ship Via” field to have a drop down box to select, it’s not available yet (2/19). This’s still a text field. You will need to manually enter it every time you create Sales Invoices and Sales Receipts.

Categories
Daily Sales Sales Sales Receipt Sales Receipt 2

How to create a Sales Receipt with Sales Income and Expenses – need to set up in QBO

Example: I like to create a Sales receipt with the following distribution of Sales Income and Expense categories:

Sales Income – $5,000
Commission Fees – ($1,000)
Merchant Fees – ($150)
UPS Shipping Charges – ($550)
Office Supplies – ($300)

Deposit to bank account = $3,000
($5000-1,000-150-550-300 = $3,000)

You will need to create a Sales Receipt using the product/service items that mapped to these income and expense accounts.

1.You will need to create new accounts to categorize these income and expense accounts as you want. Like:

  • Sales (Income)
  • Commission Fees (Expense)
  • Merchant Fees (Expense)
  • Shipping Charges (Expense)
  • Office Supplies (Expense)

Here’s how to create a new account in QBO:

  • Select the Accounting on the left Dashboard
  • Choose Chart of Accounts.
  • Select New.
  • In the Account Type drop-down, select the account type. For example: For Income type, select Income. For Expense type, select Expenses.
  • In the Detail Type drop-down, select the type of account you want to create. (Choose 1 from the field. Guess 1 if needed, makes no difference.)
  • In the Name field, enter a name for the account.
  • (Optional) In the Description field, enter a brief description of the account.
  • Select Save and Close (or Save and New if you want to enter another account right away).

2. You will need to create product/service for all these items mapped to the above income and expense categories. Use the type you need for sales income. Use the “Service type” for the above expenses.
The Key here is when you enter the new product or service information (where they ask you “Income account” field), select the above income and expense account as you appropriate. Again, use “Income account” field, even for example “Commission Fees” which is as an expense item.

Here’s how to create a new Products/Services item:

  • Select the Gear icon on the Toolbar, then choose Products and Services.
  • In the Products and Services window, select New.
    Select the product or service type. (For Expense item, select Service type).
  • Enter the other information as needed. Save.

The Key here is when you enter the new product or service information (where they ask you “Income account” field), select the above income and expense account as you appropriate. Again, use “Income account” field, even for example “Commission Fees” which is as an expense item.

Now, you should be able to create a Sales Receipt (create “+” sign on top > Customers > Sales Receipt) for recording simple sales as you want. Here is an example of how a Sales Receipt will look:

Sales Receipt

Categories
Company Settings Customers Sales Sales Receipt Sales Receipt 2

Record a tip or gratuity on Sales Receipts in QuickBooks Online

You can record tips (gratuities) directly to Sales Receipt form.

  1. To enable Tips in QBO:
    From the homepage dashboard, click Gear icon at the top.
    Select Account and Settings under Your Company.
    Select Sales.
    Choose “Tips (Gratuity)” under Sales form content.
    “Who’s receiving these tips?” a screen will open. Select the correct account (income or liability).

For Income, select “Just me”. This means you’re recording tips earned by you.
For liability, select “My team”. This means you’re recording tips earned by your employees/contractors to be distributed later.

Who’s receiving these tips? 
This will automatically create “Airy New” template. Currently, Tips template is only available in Airy style.

The default Tips account can be changed from (Just me to My team or vice versa) from Gear Account/Settings under the Advanced tab. Change Tips account from the Chart of Accounts.

Chart of accounts > Tips account

Tips can also enabled from inside the GoPayment POS App.

GoPayment App Tips settings

Currently, Tips feature is only available on Sales Receipts (not on Invoices).

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Categories
Customers Customize Report Reports Sales Receipt Sales Receipt 2

How do I run a weekly report of Sales Receipts from customers/clients

Most of the reports in QBO, you can’t customize the way you want it. Just wish, they’ve simple weekly sales reports filter by sales transaction type like Sales Receipt but they don’t.
The ideal report in QBO would be SALES BY CUSTOMER SUMMARY group by week. But this report you can’t filter it by Transaction Type to get Sales Receipts only.

In the meantime, you can run TRANSACTION LIST BY CUSTOMER report to get the data.

  • Report period = select as needed
  • Rows/columns Group by = Week
  • Customize > Filter > Transaction Type = Sales Receipt

You can make this My Custom Reports by clicking Save Customization button at the top right. Next time you will see this in My Custom Reports tab,

Categories
Sales Receipt Sales Receipt 2 Sales Tax

How to record sales tax refund check from Tax Agency in QuickBooks Online

I’ve not seen a single article from QuickBooks Help related to this subject on how to record Sales Tax refund check in QuickBooks Online. Most of the answers found don’t work or whoever answered the questions does not fully understand how Sales Tax Center is so limited to making any credit/refund adjustments. It’s not clear this functionality is even available in QBO.

What I found as a workaround is to create a Sales Receipt in QBO. Ths assumes negative balance is already shown in Sales Tax Center. In other words, you’re expecting this refund from the Tax Agency.

These are the steps to follow in creating a Sales Receipt:

  1. For Customer field, create a new one (example zSales Tax Adjustment) or leave it blank still works.
  2. Select deposit to bank account.
  3. Select same Products/Services items, one as a taxable item and another one non-taxable item.
  4. With taxable sales item, it should compute sales tax refund amount at the bottom. In this example shown in the screenshot below, taxable sales amount is $21,750, the tax rate is 8% and received $1,740 refund from Tax Agency.

Categories
Credit Memo Delayed Charge Delayed Credit Estimate Invoice Purchase Order Refund Receipt Sales Receipt Sales Receipt 2 Uncategorized

How to change transaction numbers like invoice number sequence

Transaction reference numbers help you easily identify transactions. QBO will automatically assign transaction numbers in sequence. But if you want to change the starting custom transaction number of your own, you can do so. You would want to turn the company settings ON once, assign a custom number and turn it OFF again so that QBO can identify number sequence based on the last transaction number.

A separate number sequence appears on:

  • Invoices, sales receipts, refund receipts, and credit memos
  • Delayed charges and Delayed credits
  • Estimates
  • Purchase orders

For Statements, QBO will automatically control the numbers that reference identify so you can’t change it.

QBO lets you customize your transaction numbers.

How do custom transaction numbers work?
When you turn ON custom transaction numbers:

  • You can change transaction numbers when you create or modify a transaction.
  • Transaction numbers can include letters (such as 2017-1001).
  • New transactions get new numbers (such as 2017-1002), based on the last transaction. You’ll be warned if you try to enter a duplicate transaction number.

When you turn OFF custom transaction numbers:

  • Transaction numbers are never changeable, even numbers created with custom transaction numbers on.
  • Transaction numbers are assigned when transactions are created.
  • Transaction numbers are sequential, based on the last number, starting at 1.

To turn custom transaction numbers ON or OFF from the company settings:

Click the Gear icon at the upper right corner > Your Company > Account and Settings).

 

For customer transaction numbers on sales forms:

Click “Sales” on the left, and then click the edit icon for “Sales form content”. Select the “Custom transaction numbers” checkbox, and click Save.

 

For custom numbers on purchase orders:

Click Expenses on the left, and then click the edit icon for Purchase orders. Click the “Use purchase orders” checkbox. Select the “Custom transaction numbers” checkbox, and click Save.

 

To reset your transaction numbers again:

  • Select the Custom transaction numbers checkbox, and click Save
  • Create a transaction with a new starting number.
  • Clear the Custom transaction numbers checkbox, and click Save.

 





 





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Categories
Bank Deposit Deposit Sales Receipt Sales Receipt 2 Transactions

I need to edit deposits and want to make it sales receipt instead. How can i do with without deleting the transaction.

There is no way to switch transaction from deposit to create sales receipt.

  • Delete entered deposit
  • Create new Sales Receipt
Categories
Sales Receipt Sales Receipt 2 undeposited funds

How can I default Sales Receipts to Undeposited Funds account in new QuickBooks Online (QBO)?

The setting for “Deposit to” on the Sales Receipt form is “sticky”.

All you need to do is save your first Sales Receipt to “Undeposited Funds” accoount under “Deposit to” field. Once saved, the next time you open the Sales Receipt screen – it will default to Undeposited Funds account.

Sales Receipt Deposit to Undeposited Funds Sticky
Sales Receipt Deposit to Undeposited Funds Sticky

Categories
Company Gear Company Settings Sales Receipt Sales Receipt 2

How to disable the request for customer email in sales receipts?

Question:

How can I disable the request for customer email in sales receipts. I don’t want to send or enter the customers email. I want to save Sales Receipts. And the transaction can’t save until I enter an email.

Answer:

On the Save and Send button, click the drop down arrow and use either Save and Close or Save and New. It also applies to Invoice.

save and send selector merge
save and send selector merge

save and send selector 2
save and send selector 2