How to Manage Sales Transactions in QuickBooks Online

How to Manage Sales Transactions in QuickBooks Online: Video

            This video lesson, titled “How to Manage Sales Transactions in QuickBooks Online,” shows how to manage all sales for a company by using the Sales transactions page in QuickBooks Online. This video lesson is from our complete QuickBooks Online tutorial, titled “Mastering QuickBooks Online Made Easy.”

Overview:

            To manage the company’s sales transactions in QuickBooks Online, select the “Sales transactions” command under the “Sales & Get Paid” app in the “All apps” bar to show all your sales for the last 365 days in the “Sales transactions” page that opens to the right. At the top of the page is a Money Bar that shows sections for different transaction summary totals from the last 365 days.

How to Use the Money Bar to Filter Sales Transactions:

            To filter the list of transactions below the Money Bar to show only transactions for a section, click the desired section in the Money Bar. To view all the transactions again, click the same section again or select the “All transactions” choice from the “Type” filter above the transaction list. To show or hide the Money Bar, click the adjacent arrow at the right side of the page.

How to Perform Batch Actions on Sales Transactions:

            A “Batch actions” drop-down button appears at the left end of the row of buttons above the transactions list. The choices shown in the drop-down menu that appears when you click the “Batch actions” button change their availability, depending on which types of transactions are currently checked in the transactions list.

            To use the “Batch actions” button to perform a single action on multiple transactions, first select the transactions on which to perform the batch action in the transactions list by checking the checkbox to the left of the desired transactions. Then click the “Batch actions” drop-down button and select the batch action to perform on the selected transactions from the drop-down menu.

How to Filter the Sales Shown in the Sales Transactions Page:

            Continuing to the left, different filtering drop-down buttons then appear in the row of buttons above the transactions list. To filter the transactions in the list, click the desired filtering drop-down button and select the desired filtering choice from the menu that appears to show only matching transactions in the list below it. The filtering drop-down buttons include “Type,” “Date,” “Customer,” “Status,” “Delivery method” and “Errors.”

How to Create New Sales Transactions:

            To create a new sales transaction, click the “New transaction” drop-down button at the far-right end of the row of buttons above the transactions list and then select the type of transaction to create from the drop-down menu that appears. Selecting any drop-down menu choice opens the corresponding transaction creation window.

How to Print or Download a List of Sales Transactions:

            The “Print list,” “Export to Excel,” “Quick links,” and “Settings” buttons appear in the upper-right corner of the transactions list. To open a printer-friendly transaction list page and your web browser’s “Print” dialog box, click the “Print list” button. To download the transaction list as an Excel workbook, click the “Export to Excel” button. To show a list of links for related transaction activities, click the “Quick links” button.

How to Change the Appearance of the Sales Transactions Page:

            To show the transactions list display options in a drop-down menu, click the “Settings” button. To show or hide columns in the transactions list, check or uncheck the names of the columns under the “Columns” heading in the drop-down menu. To change the number of rows shown per page within the transactions list, select the desired option button under the “Rows” heading in the drop-down menu. To set the choices you made as the default transactions list settings options, click the “Save as default” button in the drop-down menu.

How to Sort Sales Transactions and View Sales Transaction Details:

            The column headings for the sales transactions list are “Date,” “Type,” “NO.,” “Customer/Project,” “Memo,” “Amount,” “Status” and “Action.” To sort the transactions in the list by a column’s values, except for the “Action” column, click the desired column’s heading. To show information about a transaction in a pane at the right side of the transactions list, click any transaction in the transactions list. To close the pane, click the “X” button in its upper-right corner.

How to Perform an Action on a Sales Transaction:

            The “Action” column shows the most-commonly used action link or links. It also shows a drop-down menu of less-frequently used related action links. These link actions change, depending on the transaction type. To perform an action on a transaction, click its action link or select a link action from its drop-down menu in the “Action” column.