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In QuickBooks Pro 2010 Essential Training, author Bonnie Biafore shows how to most efficiently use this popular business accounting software to manage business finances. The course covers core QuickBooks features that business owners need to know, from recording typical bookkeeping transactions like bills and invoices, to reconciling accounts and managing company files. Exercise files accompany the course.
When a customer comes into your store or office and pays for a purchase right away, that's called a cash sale, although the customer might pay with cash, check or credit card. You create a sales receipt in QuickBooks to record the purchase. Because you receive a payment in a sales transaction like this, a sales receipt in QuickBooks takes care of recording what the customer bought and the payment you received. In reality, you might write out a paper sales receipt to give to the customer and record sales receipts in QuickBooks later on,when you have more time.
If you do lots of cash sales with lots of people, you don't have to create separate sales receipt for each sale in QuickBooks. You can create a single cash sale for a day's business that summarizes what you sold and how much money you brought in. To create a sales receipt, on the homepage click Create Sales Receipts. In the Customer Job dropdown list, choose the customer who made a cash sale. If you want to record a summary sales receipt for a day, you can create a customer called something like Cash Sales and choose that customer.
In the Date box, choose the date for the sale if it's different than the date that QuickBooks fills in. if you filled in a preferred payment method in the customer's record, QuickBooks fills in the Payment Method box for you. Otherwise select how the customer paid. Add the items the customer purchased in the item table just as you do for an invoice. QuickBooks fills in the description and the rate or cost from the item record. QuickBooks also calculates the total for the quantity you added and puts that amount in the Amount cell.
QuickBooks fills in the Tax cell with the tax code you assigned to the item. As you can with an invoice, you can add a message to your customer by choosing one from the dropdown list. QuickBooks automatically fills in the Tax box with the Sales Tax item from the customer's record. If you want to add the sales receipt to a queue to be printed, or send via email, turn on the To be printed check box or the To be e-mailed check box. You can also type a memo to yourself in the Memo box.
This text doesn't appear on the sales receipt that you send to the customer. When you are done entering the sales receipt, click Save & Close to save the receipt and close the dialog box. QuickBooks initially records the money for the sale into an account called Un-deposited Funds because the cash or check isn't in the bank yet. You'll learn how to record bank deposits later in this chapter.
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