How do I create an invoice? How about a sales receipt? What is the difference? This will explain the questions you have had.
STEP 1: Invoice or Sales Receipt?
First, determine rather what you want to create is an invoice or a sales receipt. An invoice is something that you send to customers to collect payment for goods or services. A sales receipt is something that you send to customers post-payment as a record of the transaction.
STEP 2: Customize Your Forms
Now that you’ve determined that, get logged into your QuickBooks. We’re going to start by customizing our forms. Drop down your company and click Custom Form Styles.
Then click New Style.
Change the type at the top to whatever type you have determined that you need to create. You can then pick a style below that.
Click Appearance on the sidebar. Here you can put your logo into the document and change the font settings.
Click Header on the sidebar. Here you can change what text will appear at the top of your document.
Click Activity Table in the sidebar. Here you can change the table that makes up the bulk of your document. I suggest enabling the date so that you and your clients can see on what date the goods or service were provided. Note that the product or service is an internal setting only, meaning that whatever is input into the box will only be visible for internal purposes and will not appear on your document.
Finally, click Footer in the sidebar. Here you can change what will appear at the bottom of your document. I’d suggest changing the default message to customer, but leaving it is also fine.
STEP 3.1: Create a QuickBooks Invoice
Next, we’re going to create an Invoice. If you’re not looking to create an invoice, feel free to skip down to where we will create a sales receipt. For the invoice, click Customers and then, next to the desired customer, Create Invoice.
Now, go through and fill in the form for the invoice. Make sure that the email is correct, because this is where the invoice will get sent. There is also a box for terms. On receipt means that you want the invoice paid as soon as possible. Net XX means that you want the invoice paid within XX days. Finally, you could also see something like 1% 10 Net 30. This would mean that if the customer pays the invoice within 10 days, they get a 1% discount. They can also pay within 30 days, paying all 100%, and still be on-time. Also, put the date that you provided the goods or services and a description of what was provided. The product/service is, again, a box purely for internal use. Finally, put in any discounts or tax and ensure that the total is the correct value.
Select the appropriate save option and click it to finish your invoice.
STEP 3.2: Create a QuickBooks Sales Receipt
Now, on to the Sales Receipt portion. Again, if you’re not interested, feel free to skip this section. To start off, make sure that you’re logged in to QuickBooks and go to your Customers. Find the appropriate customer and drop down their menu. Click Create Sales Receipt.
Fill out the resulting form. Ensure that the email is correct because, just like the invoice, this is where the Sales Receipt will end up being sent. The payment method is how you were paid. If you have a reference number associated with the transaction or a check number, put it in the Reference No. box. If you have checks, there are two different ways of inputting them depending on how it was deposited. If you deposited the check by itself or received payment in any other fashion, go ahead and deposit to the appropriate bank account. If you deposited multiple checks at once, deposit the check to the account called Undeposited Funds.
To finish up the Sales Receipt, input any applicable taxes or discounts, check the total to make sure that it is right, and choose the appropriate save option. If you deposited the funds to your appropriate bank account, you’re done now. If you deposited multiple checks at once, keep on reading.
First, go back into your Customers page and hit the plus sign towards the top. Select Bank Deposit.
Now, select which account you deposited all of the checks to along with the date. Under Select Existing Payments, you should see your checks that you put into Undeposited Funds. Click the ones that were deposited in your particular deposit. Then check the total to make sure it is right. Note that if your checks do not show up here, you most likely didn’t send them to Undeposited Funds from your Sales Receipt. Try going back and editing them so that they go to Undeposited Funds and try this Bank Deposit again.
Finally, choose the appropriate save option for your situation.
Congratulations! You have now successfully created a QuickBooks Invoice, a Sales Receipt, and recorded a deposit of multiple checks.