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When a customer agrees to make a purchase for which payment will be made at a later point in time, you enter the sale into an invoice. The invoice lists the customer’s information, along with an itemized list of how much that customer owes for the goods or services purchased. To create an invoice, select “Customers| Create Invoices” from the Menu Bar. The particular invoice form used for the transaction can be changed by using the “Template” drop-down in the upper right corner of the invoice form to select the particular type of invoice to use for the transaction.
You enter customer information into sales forms by using the “Customer: Job” drop-down to select a customer you have entered into the “Customer List,” or by typing the customer information into the “Bill To” and “Ship To” areas of the form. If you select a customer from the drop-down, then their information will automatically populate the fields in the form. You may need to specify additional information if manually entering customer data, such as selecting the desired sales terms from the “Terms” drop-down, for example. Once you have entered the customer information, select the invoice date from the “Date” field.
At the bottom of the invoice, you list each item purchased on its own line by selecting a choice the the “Item” column in the line item area. For each line item, you also specify the quantity and the amount that the customer owes for that item. In QuickBooks, you enter line items from entries made into the item list, so you won’t have to repetitively type the names of services or products you sell frequently. Line items are also not limited to goods or services. You can also enter items like discounts, subtotals, or sales tax lines. If this invoice is to be printed later, ensure that the “Print Later” check box in the “Main” tab of the Ribbon at the top of the window is checked. When you are finished, click the “Save & Close” button to save the invoice.
If you fill our an invoice, QuickBooks places a record for the invoice into the “Accounts Receivable” account. If creating a sales receipt, the amount received is typically placed into the “Un-deposited Funds” account. You can see how much is in either one of these accounts by opening the Chart of Accounts.
Check out this video clip for more help:
