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Subject Author Date
Sales Receipts Sharif 10-09-2007
Posted by Sharif on October 9, 2007, 11:11 am
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 Hello All,

I am trying to make a receipt for a payment towards an invoice. But in
the "Enter Sales Receipt" window, I have to specify an item to I
guess, credit a payment for.

Is there anyway I can just make a receipt that says a customer has
made a payment towards an invoice entirely, as I am not selling
individual products but more-so services.

Thank you.


Posted by L on October 9, 2007, 1:08 pm
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> Hello All,
>
> I am trying to make a receipt for a payment towards an invoice. But in
> the "Enter Sales Receipt" window, I have to specify an item to I
> guess, credit a payment for.

You are confused as to the definition of 'sales receipt'

An invoice "lists what you sold to a customer and shows the quantity and
cost of each item." A sales receipt LISTS ITEMS IN EXACTLY THE SAME WAY AS
AN INVOICE. The difference is that an invoice is used "If your customers
don't pay you in full at the time you provide your service or product, or if
they pay in advance" in order to "track what they owe you". A sales receipt
is used "If your customers pay in full at the time they receive your service
or product".

>
> Is there anyway I can just make a receipt that says a customer has
> made a payment towards an invoice entirely,

Assuming you have used an invoice to enter the sale, then using the "Receive
Payments" window, apply the payment to the open invoice. Save and close.
Now, find the invoice (from the customer center or from the find command).
Select and open the invoice. PRINT

Unless you have modified the default invoice template, the invoice should
show credits applied. You also have an option in QB to show a 'PAID' stamp
on all fully paid invoices.

> as I am not selling
> individual products but more-so services.
>

What you sell is immaterial. How you set up you item list determines what
accounts are used to track the income and, optionally, whether the item is
taxable and/or tracked as inventory. The invoice and sales receipt windows
work the same no matter what items you use.



Posted by Sharif on October 9, 2007, 1:43 pm
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>
>
> > Hello All,
>
> > I am trying to make a receipt for a payment towards an invoice. But in
> > the "Enter Sales Receipt" window, I have to specify an item to I
> > guess, credit a payment for.
>
> You are confused as to the definition of 'sales receipt'
>
> An invoice "lists what you sold to a customer and shows the quantity and
> cost of each item." A sales receipt LISTS ITEMS IN EXACTLY THE SAME WAY AS
> AN INVOICE. The difference is that an invoice is used "If your customers
> don't pay you in full at the time you provide your service or product, or if
> they pay in advance" in order to "track what they owe you". A sales receipt
> is used "If your customers pay in full at the time they receive your service
> or product".
>
>
>
> > Is there anyway I can just make a receipt that says a customer has
> > made a payment towards an invoice entirely,
>
> Assuming you have used an invoice to enter the sale, then using the "Receive
> Payments" window, apply the payment to the open invoice. Save and close.
> Now, find the invoice (from the customer center or from the find command).
> Select and open the invoice. PRINT
>
> Unless you have modified the default invoice template, the invoice should
> show credits applied. You also have an option in QB to show a 'PAID' stamp
> on all fully paid invoices.
>
> > as I am not selling
> > individual products but more-so services.
>
> What you sell is immaterial. How you set up you item list determines what
> accounts are used to track the income and, optionally, whether the item is
> taxable and/or tracked as inventory. The invoice and sales receipt windows
> work the same no matter what items you use.

Thank you for the tips... I forgot QB can put the "PAID" mark on the
invoices. Which helps as I can just email over the updated invoice
showing the new balances.

What would I do when a customer gives me a payment on the spot for an
invoice? Should I just tell them that I will give them another invoice
with the new balance and paid stamp for proof?


Posted by L on October 9, 2007, 6:46 pm
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<snipped>

> Thank you for the tips... I forgot QB can put the "PAID" mark on the
> invoices. Which helps as I can just email over the updated invoice
> showing the new balances.
>
> What would I do when a customer gives me a payment on the spot for an
> invoice? Should I just tell them that I will give them another invoice
> with the new balance and paid stamp for proof?
>

If you have already entered the line items/services in QB as an invoice,
then easiest would be to stamp the customer copy as 'paid' and initial it. I
have rarely seen a customer request more than this, especially if they pay
by check, as the check also works as a receipt.

If they insist, tell them you can email a copy of the invoice showing the
applied payment, as above. It doesn't hurt to do this anyway, and it gives
you the opportunity to ask for their email address, a plus if you later
build a website.

Some customers don't use checking accounts. And, they can be very cautious
when paying with cash, so it wouldn't hurt to buy a receipt book when you go
to the office store for that 'paid' stamp. You can have them printed with
your company name and logo on them, but for the very few customers I have a
generic reciept, coupled with a stamped invoice, is more than sufficient.



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