Sales Receipt

Sales Receipt Form
Sales Receipt Form

Sales Receipt ●●► Bill your customer (client) and receive payment at the same time

See related articles reagarding how to create an Invoice? Create an invoice if you bill your Customer and expect to be paid later like Net 15 or Net 30.

If you track sales tax, set it up on the Sales Tax page (form homepage screen > select blue navigation bar on the left > select sales tax) before you create an invoice.

How to make a Sales Receipt in new QuickBooks Online?

Sales Receipt Sample
Sales Receipt Sample
  • Choose a Customer from the list or fill out a new Customer Information Form (see below for screenshot photo)
  • Enter Customer email (optional)
  • Select Terms from the list or add new one
  • If you need the following custom fields added, you will need to change Sale Form Content settings. See below for instructions
    – Ship Via, Shipping Date and Tracking Number ( all three part of shipping selection)
    – Custom1, Custom2, and Custom3
  • Select Payment Method
  • Enter Customer Reference Number (optional)
  • Select Deposit to: Undeposited Funds (why undeposited funds? what’s next? see below for next step to bank deposit. Also match bank downloaded transactions if imported from bank account
  • Enter Product/Service (see below for instructions)
  • Enter Quantity for Inventory. Leave this field blank for service
  • Check “Rate” for Invoicing. If different change it here.
  • Amount will automatically compute.
  • Select Tax field if Taxable
  • Enter Shipping if applicable
  • Optional available Customer Invoice fields: Class Tracking, Location Tracking and Service Date. Also assign Customer Invoice Number, Discount ($ or %0 after Subtotal). They will all need to be enabled from going to Company Settings under Settings under Settings. Select Company or Sales settings.
  • Select Save and Send or Save and New or Save or Close
  • Done. It should show up on Customers Center now.

What’s Undeposited Funds?

Undeposited Funds is like bank clearing account. It has not reached to actual bank account. Think of the Undeposited Funds account as an envelope where you keep checks until you take them to the bank.

If you are creating a Sales Receipt, bank deposits most likely are making group multiple deposits to the bank. Payment method may be by cash, check, credit card, Paypal and other forms of payments.

Group multiple deposits to make it easier to match transactions with bank feed or to reconcile your bank account if:

  • Your bank statement shows the total amount of a deposit and not each individual check within the deposit
  • You collect cash from your customers to deposit
  • You accept credit cards, merchant services add bunch of credit card payments and make one deposit total
  • When you go to the bank, you deposit more than one or bunch of checks or customer payments

What’s next step after you have created Sales Receipts and Undeposited Funds selected as Deposit To from the dropdown locator?

To make Bank Deposit. This will transfer from Undeposited Funds account to actual bank account.

From the home page screen > select “+” sign (top middle screen) > select Bank Deposit under Other header

Sales Receipt Undeposited Funds to Bank Deposit
Sales Receipt Undeposited Funds to Bank Deposit

In this screenshot photo example, you will see existing payments selected for one customer (you will see more if payments are from multiple customers).
Check existing payments to match deposit total with the bank.

If you are not using bank feed or downloading bank transactions, the process is complete. However, if you are using bank or downloading bank transaction, your next step is just to MATCH with bank feed. Do not add from bank feed. Adding means, it will duplicate deposit.

Customer Information
Customer Information

How to change Customer level?

  • From the Home Page screen, select the Company Gear (located at top upper corner)
  • Select Company Settings under Settings
  • Select Company
  • Select Customer level and change it
  • Save

Available selection:

  • Customers
  • Donors
  • Guests
  • Members
  • Patients
  • Tenants

Customer Level
Customer Level

How to change Sale Form Content settings?

  • From the Home Page screen, select the Company Gear (located at top upper corner)
  • Select Company Settings under Settings
  • Select Sales
  • Select Form content and change it
  • Save
Sales Form Content
Sales Form Content

I need to be able to give a discount to customers and it is not showing up as an option on sales receipts. I want to offer a DISCOUNT off the total of the receipt, not of each individual item.

You will need to change a discount setting under Sales form content.

From the Home page screen

  • Select the Company Gear (located top upper corner)
  • Select “Company Settings” under Settings header
  • Select “Sales” under Settings
  • Select “Sales form content”
  • Select “Discount” on
  • Save

You will be able to use “Discount as percent or $ value” after subtotal on Sales Receipt or Invoice.

In new QBO, they do not have feature like subtotal byline item as available in QuickBooks desktop version.

See screenshot photos for reference.

Sales form content discount
Sales form content discount

Sales Receipt with Discount
Sales Receipt with Discount

What is the difference between a product and a service?

A product is something you can touch, a service is an action performed by someone (labor). If you sell a new computer that’s a product. The installation of that computer is a service.

In QBO, product is setup as either inventory with quantity whereas service is setup with no quantity.

What is a product code and a service code?

In new QuickBooks Online, product list (like Item list) is like setting up Product price list that you would sell to your customer. Service list is like setting up Service rate list that you would invoice to your customer.

Product Inventory Information Form
Product Inventory Information Form

Service Non Inventory-Information Form
Service Non Inventory-Information Form

How to setup or add inventory? See detailed instructions below.
How to setup inventory in new QuickBooks Online Plus?
How to add Inventory in new QuickBooks Online Plus?