Recording sales in Quickbooks

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In this tutorial, we will look at how to record sales made.

We have three options:

  1. Either use journal entries , see Making general journal entries or
  2. Entering sales receipts
  3. Creating invoices

In this section, we will look at how to enter sales receipts and creating invoices in quickbooks.

Note that under sales receipts, we usually record the cash sales, but for invoices we record using the accrual basis of accounting.

Entering sales receipts

After you open your quickbooks company file, go to the customers icon in the quickbooks menu on top.

Click the customers option, and scroll down to the enter sales receipts option.

Click the option to open it.

The following are the fields required to record sales receipts

  1. Customer job – here you record the specific customer for whom the job was done. You can select from the list, or add new if the customer has not been added to the list yet.
  2. Next we have the receipt method i.e. either cash, cheque, credit/debit ,e-check or you can also add another payment method if you have one that is not listed.
  3. Date – this is the date when the money was received
  4. Sales number – you can either allocate the numbers manually or let the quickbooks allocate them automatically.
  5. Sold to – here you input the name of your customer
  6. Check no – if the receipt was in form of a cheque, then you can enter the cheque number in this section
  7. Item – here you record the sales item e.g. consulting income etc
  8. Description – this is a slight narration of what the transaction was about e.g accounting services offered to customer A
  9. Quantity – if services, then enter the number of times it was offered. If goods enter the number of units sold.
  10. Rate – this is the rate per unit/ service offered
  11. Amount – this is the total amount i.e. quantity multiplied by rate
  12. Customer message – if you wish to type any message, or select from the existing ones you just click on the drop down arrow.
  13. Once everything is done, you either “save and new”- if you want to enter a new sales receipt after this or “save an close”, if you do not wish to enter a new sales receipt after the current one.

Now let us look at how to create invoices.

After you open your quickbooks company file, go to the customers icon in the quickbooks menu on top.

Click the customers option, and scroll down to the “create invoices”option.

Click the option to open it.

The following are the fields required to create invoices:

  1. Customer job- here you record the specific customer for whom the job was done. You can select from the list, or add new if the customer has not been added to the list yet.
  2. Date- this is the date when you are issuing the invoice to your customer
  3. Invoice number- you can either allocate the numbers manually or let the quickbooks allocate them automatically.
  4. Bill to- here you input the name of your customer
  5. Ship to – if you are selling goods which are going to be shipped, then you can input the shipment details in this section
  6. If you are shipping your goods, then in addition to “ship to” field, you are supposed to fill in the P.O number, terms, REP shipping date, shipping agent and the FOB(Free on Board – price)
  7. Quantity- if services, then enter the number of times it was offered. If goods enter the number of units sold.
  8. Item- here you record the sales item e.g. consulting income etc
  9. Description – this is a slight narration of what the transaction was about e.g accounting services offered to customer A
  10. Price each-this the price per each item
  11. Amount- this is the total amount i.e. quantity multiplied by price per each item
  12. Customer message- if you wish to type any message, or select from the existing ones you just click on the drop down arrow.
  13. Once everything is done, you either “save and new”- if you want to create a new invoice after this or “save an close”, if you do not wish to create a new invoice after the current one

Those are the three ways in which you can record a sales in quickbooks.