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About this lesson

In this lesson, we cover how to create a sales receipt.

Quick reference

Using sales receipts

A sales receipt is a form that will track what was sold and who it was sold to. 

When to use

If you want to track what you've sold and/or who you've sold it to, you'll use either a sales receipt or an invoice. The sales receipt is chosen if the customer is paying you upon receipt of the goods or services. 

Instructions

If you use a point of sale system and this system is integrated with QuickBooks Online, a sales receipt will be automatically created for you.

If you need to create the sales receipt yourself:

  1. Click on the + New in the upper left hand corner
  2. Select sale receipt under the column called customer
  3. Fill in the sales receipt form
    1. Customer (optional but really, why would you leave this blank?)
    2. Email (optional)
    3. Date
    4. Payment method
    5. Deposit to (on the dropdown, choose where you're depositing the money to)
    6. Product/service (pick what you're selling on the dropdown)
    7. Quantity (pick how many you're selling)
    8. Rate (enter the price each)
    9. Repeat 6-8 for as many things as you're selling on this sales receipt
    10. Choose save and close (or save and send, or save and new)

Hints & tips

  • Do not use this in conjunction with an invoice or depositing directly to income. Please pick one method and stick with it to minimize the chances that you'll make an error with your income.
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  • 00:04 In this video, we're going to talk about how to make a sales receipt.
  • 00:08 Just a quick reminder,
  • 00:10 a sales receipt is a sales document you'll create within your QuickBooks file.
  • 00:14 If you're keeping track of the person you've sold to, or
  • 00:18 the item you sold or both, but only when the item is paid for immediately.
  • 00:23 So a sales receipt is not something you would do if you are asking someone to pay
  • 00:27 you later, but instead if they paid you right now.
  • 00:30 In the upper left hand corner, I'm going to click on New.
  • 00:34 Under the Customers column, I'm going to go down to Sales Receipt.
  • 00:39 Then go back to my examples.
  • 00:41 So let's imagine that Gleeful Gizmo shows up and
  • 00:44 they want to rent the track for an hour.
  • 00:47 I do want to keep track of who came in to rent the track, but I'm asking for
  • 00:51 them to pay for it right away.
  • 00:53 I'm not going to send them a bill in the mail and hope they pay it later.
  • 00:56 So I may go to my sales receipt, it's Gleeful Gizmo.
  • 01:00 Gleeful Gizmo is already a client within my QuickBooks which is great.
  • 01:04 My sales receipt is dated for today.
  • 01:07 If I wanted, I can put in their email address so, gleeful@gizmo.com.
  • 01:14 All right, so I've got their email address, I've got the date.
  • 01:18 I can indicate how they've paid.
  • 01:20 And so we'll say they paid with cash.
  • 01:22 There's no reference number because it's cash.
  • 01:25 Where am I depositing it?
  • 01:26 If I had multiple bank accounts, I can indicate which bank account it's going to.
  • 01:31 But in this case, I just have the one.
  • 01:33 It's just going into my checking account.
  • 01:36 The products and service.
  • 01:38 Remember earlier we added things to our products and services list.
  • 01:42 This is now our chance to use that list and indicate what if sold.
  • 01:47 So I sold 30 minutes rent the track.
  • 01:50 So description 30 minute track rental.
  • 01:53 They bought one of them, paid 999 for it.
  • 01:58 I'm going to go ahead and save it.
  • 01:59 So let me click on Print or Preview, so you can see what it looks like.
  • 02:04 I can click Print or Preview again and
  • 02:06 then I can see if I wanted to print this out and give them.
  • 02:09 Here's your receipt, thank you so much.
  • 02:11 This is what it would look like.
  • 02:13 So, clearly I have some stuff I'd want to change before I actually gave somebody
  • 02:17 their receipt.
  • 02:18 But you can see the essence of it, here's what I've sold them.
  • 02:21 Here's how much they paid.
  • 02:23 Here's the date.
  • 02:24 Here's the payment method, they paid in cash the whole thing.
  • 02:27 I could print it.
  • 02:28 If I wanted, I could email it.
  • 02:30 This is a make believe email, so I'm not going to send an email, but
  • 02:33 you get the idea.
  • 02:35 You may go ahead and click Cancel.
  • 02:36 What I want to do next is show you,
  • 02:39 here's what it looks like if I were to look at Gleeful Gizmo's account.
  • 02:43 On the left hand side, I click on Sales and I come down to Customers.
  • 02:48 I find Gleeful Gizmo and I click on them.
  • 02:52 And then I can see here's my sales receipt.
  • 02:54 That starts to get really helpful because you can see like, yeah, you came in and
  • 02:58 you bought the 30 minutes of track rental or whatever the case is.
  • 03:03 I know that it's 30 minutes of track rental because we just did it.
  • 03:06 If you're looking at this and
  • 03:08 you're saying then I don't remember what they bought from me.
  • 03:11 You can always click on this and then you can see the sales receipt.
  • 03:15 If you go to the sales receipt and
  • 03:16 they say, I want another 30 minutes, you can add it.
  • 03:21 No big deal and Save.
  • 03:24 If they were going to, if they came in and said I definitely want this and
  • 03:28 then before this comes up they say I'm sorry I don't want to just,
  • 03:32 let's pretend like this never happened.
  • 03:35 You can click on More and then Void.
  • 03:37 So a handful of things you can do.
  • 03:40 Just a reminder, the sales receipt is if they're going to pay for it immediately.
  • 03:44 And you'll remember that because it says right here, how are they paying?
  • 03:48 If they haven't paid immediately, then you know it's not a sales receipt.
  • 03:52 The difference between a sales receipt and just logging the income without
  • 03:56 associating it to a client is the ability to find it in the client list.
  • 04:01 Just in case you're curious, I do want to show you something.
  • 04:04 So I'm going to click Cancel.
  • 04:06 I can see that Gleeful Gizmo.
  • 04:08 They have paid me a total of 1998.
  • 04:10 I may go up to the plus sign for New.
  • 04:14 I'm going to go over to Other.
  • 04:15 Make a bank deposit.
  • 04:18 I'm going to type in Gleeful Gizmo.
  • 04:20 This is the account from the chartive accounts.
  • 04:22 It is not in products and services list, so I want tracking, track rental income.
  • 04:30 And we'll call this $2.
  • 04:32 It doesn't matter how much I pick, I just want it to be a number that's so
  • 04:35 drastically different.
  • 04:36 My example will make sense.
  • 04:38 So I'm going to click Save and Close.
  • 04:41 So I can see Gleeful Gizmo, truck rental income, Save and Close, okay?
  • 04:46 I'm looking at Gleeful Gizmo.
  • 04:48 I click Refresh.
  • 04:51 So I really wanted you to see that.
  • 04:53 Because I wanted you to see even though we drew out the deposit screen it says bank
  • 04:58 deposit and it has a spot for the customer name and you put in the customer name.
  • 05:02 It does not show up in what I refer to as the customer profile down here.
  • 05:07 So whenever you have a situation where you want to keep track of what you sold to
  • 05:11 your customer, you really do need to pick either an invoice or a sales receipt.
  • 05:16 All right, next video invoicing.

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