Publishers of technology books, eBooks, and videos for creative people

Home > Articles > Productivity

  • Print
  • + Share This
This chapter is from the book

Entering Sales

QuickBooks supports two main types of sales:

  • Invoices are for sales on account. When you create an invoice, you identify the customer account so the amount of the invoice can be added to the customer's account balance.
  • Cash Sales are for sales for which you receive immediate payment, either by cash, check, or credit card. When you enter a cash sale, no accounts receivable balances are affected.

You enter each type of sale with a form that includes all of the fields you'll need for that kind of sale. These forms are virtually identical, so if you know how to enter one type of sale, you can easily enter the other.

To get the most out of QuickBooks, it's a good idea to take advantage of all of the fields that appear in sales forms. Most form fields correspond to QuickBooks lists. Before you begin to enter sales, the following lists should be up to date; you can find instructions in Chapter 2 for adding, modifying, and removing list items.

  • For both invoices and cash sales:
    • Customer:Job
    • Class
    • Employee (for Rep field)
    • Ship Via
    • Item
    • Customer Message
  • For invoices only:
    • Terms
  • For cash sales only:
    • Payment Method

To create an invoice or enter a sales receipt

  1. Choose Customers > Create Invoices (Figure 2) or press create invoices.gif . The Create Invoices window appears (Figure 3).

    Figure 2 The Customers menu.


    Figures 3 & 4 Blank invoice (top) and sales receipt (bottom) forms for product sales.

    Or Choose Customers > Enter Sales Receipts (Figure 2). The Enter Sales Receipt window appears (Figure 4).
  2. Choose a customer from the Customer:Job drop-down list. The Bill To, Ship To, Terms, and Rep fields should fill in automatically with information for that customer (Figure 5).

    Figure 5 When you choose a customer, other fields are filled in automatically based on customer information.

  3. If desired, choose a class from the Class drop-down list.
  4. Enter information or change the entries in the following fields if necessary:
    • Date is the invoice or sale date. By default, the current date is automatically entered, but you can change the date if you need to.
    • Invoice No. or Sale No. is the invoice or sale number. This field is automatically incremented by one from the previous form, so you should not need to change the number.
    • Bill To or Sold To is the customer name and address for billing or payment purposes.
    • Ship To is the customer name and address for shipping purposes.
    • PO No. is the customer's purchase order number, if one was provided. This field appears on invoice forms only.
    • Terms refers to the payment terms for the customer. This field appears on invoice forms only.
    • Check No. is the customer's check number, if payment was made by check. This field appears on sales receipt forms only.
    • Pay Method is the payment method. This field appears on sales receipt forms only.
    • Rep is the sales representative. This drop-down list displays initials for your employees.
    • Ship Date is the date the items that were purchased were or will be shipped.
    • Ship Via is the shipping method to be used to ship the items.
    • FOB is the FOB (free on board) location for shipping.
  5. Choose the name of an item sold from the Item drop-down list (Figure 6). The Description, Rate, and Amount fields fill in automatically (Figure 7), but you can change them if desired. Enter a quantity in the Qty field for the line to update the amount (Figure 8).

    Figure 6 The Item drop-down list includes all items in the Item List.


    Figure 7 When you choose an item, its information appears on its invoice line.


    Figure 8 Enter a quantity to calculate the amount.

  6. Repeat step 5 for each item you want to include on the invoice or sales receipt. (Figure 9). shows an example with three line items.

    Figure 9 Here's an example with several line items entered.

  7. If the customer is required to pay sales tax, turn on the Customer is taxable check box and choose the correct tax item or tax group from the Tax dropdown list. QuickBooks calculates the sales tax and total (Figure 10).

    Figure 10 If the customer is taxable, QuickBooks calculates the tax due based on the tax item or tax group you choose from the Tax drop-down list.

  8. If desired, choose a message from the Customer Message drop-down list.
  9. For a sales receipt, choose one of the radio buttons at the bottom of the window:
    • Group with other undeposited funds records the amount of the sale in the Undeposited Funds account for depositing into another account later.
    • Deposit To enables you to choose an appropriate account from a dropdown list.
  10. To create an iCal reminder for the invoice or sales receipt, turn on the Add to iCal check box.
  11. To print the invoice or sales receipt with other invoices or sales receipts, turn on the To be printed check box.
  12. To save the invoice or sales receipt and create another new one, click Next. Or To save the invoice or cash sale without creating another new one, click OK. QuickBooks makes an entry sound and saves the transaction.

To include billable items, expenses, and time in an invoice or sales receipt

  1. Follow steps 1 through 10 in the previous section to create an invoice or enter a sales receipt.
  2. Click the Time/Costs button. The Choose Billable Time and Costs dialog appears. This window has three panes that display billable time and costs for the customer.
  3. To include billable items in the invoice or sales receipt, click the Items button (Figure 20). Click in the Use column to place a check mark beside each item you want to include.

    Figure 20 The Items pane of the Choose Billable Time and Costs dialog lists all items you have purchased for a specific customer.

  4. To include billable expenses in the invoice or sales receipt, click the Expenses button (Figure 21). Click in the Use column to place a check mark beside each expense you want to include. To apply a markup amount or percentage to the expense, enter a value or percentage in the Markup Amount or % box and choose an account from the Markup Account drop-down list. If the expenses are taxable, be sure to turn on the Selected expenses are taxable check box.

    Figure 21 The Expenses pane of the Choose Billable Time and Costs dialog lists all expenses you have incurred for a specific customer.

  5. To include billable time in the invoice or sales receipt, click the Time button (Figure 22). Click in the Use column to place a check mark beside each activity you want to include.

    Figure 22 The Time pane of the Choose Billable Time and Costs dialog lists all time spent on service items for a specific customer.

  6. To set options for how billable time will appear on the invoice or sales receipt, click the Change button in the Time tab to display the Options for Transferring Billable Time dialog (Figure 23). Select one of the Combine Activities? radio buttons and click OK:

    Figure 23 The Options for Transferring Billable Time dialog.

    • Do not combine activities enters a separate line item for each activity. If you choose this option, you can then select one of the Transfer Notes or Descriptions? options: Transfer notes for each activity includes an activity's notes in the line item and Transfer service item descriptions includes an activity's service item description in the line item.
    • Combine activities with the same service item creates a single line item for all checked activities with the same service item. (Figure 24) shows an example of an invoice with this option set.

      Figure 24 The billable items, expenses, and time in Figures 20, 21, and 22 added to an invoice.

  7. To include all selected time and costs as one line item on the invoice or sales receipt, turn on the Print selected time and costs as one invoice item check box.
  8. Click OK. The item(s) you selected are added to the invoice or sales receipt (Figure 24).
  9. Follow steps 11 and 12 in the previous section to complete the entry of the invoice or sales receipt.
  • + Share This
  • 🔖 Save To Your Account

Peachpit Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from Peachpit and its family of brands. I can unsubscribe at any time.


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about Peachpit products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information

To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.


Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites; develop new products and services; conduct educational research; and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.


If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information

Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.


This site is not directed to children under the age of 13.


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information

If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at and we will process the deletion of a user's account.


Users can always make an informed choice as to whether they should proceed with certain services offered by Adobe Press. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive:

Sale of Personal Information

Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to

Supplemental Privacy Statement for California Residents

California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure

Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact

Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice

We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020