Recording Sales Transactions and Creating Forms in .NET

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14 Recording Sales Transactions and Creating Forms
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Figure 14-14: This window shows a pending sale; only the notation that appears in the Memo eld will appear on the printed form.
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If you deliver products to one address and send the invoice to another, such as a main of ce, it may be convenient for you to know how to create a special packing slip invoice to be included with the delivered goods. To create a packing slip, follow these steps: 1. Go to Customers Create Invoices. 2. In the Template drop-down menu, choose Customize from the dropdown list . 3. Select New and indicate Packing Slip as the title of the new template. 4. Complete all the required information on the new template; clear the rate and amount information so that no amounts are posted to the company s accounts, and click OK. 5. Save or print the form as you would with any other sales form. Creating other custom template forms is discussed in 15, but it is useful to learn about packing slips in this section along with pending sales because both forms contain information that is not posted to existing account balances.
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Tools for Managing and Editing Sales Forms
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QuickBooks allows for the inevitable human error or change of heart by making it surprisingly easy for you to edit, delete, and void sales.
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Editing a cash sale
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Here s how to edit a cash sale transaction: 1. Go to Lists Chart of Accounts. 2. Select either Undeposited Funds or the bank account to which you previously deposited funds received from the transaction that you are editing. 3. Click the Activities menu button and choose Use Register from the drop-down menu. 4. Find the transaction that you want to edit by scrolling through the register. 5. Double-click the entry at the bottom of the register screen, and the Receive Payments window for the transaction that you chose to edit appears. 6. Edit the appropriate elds, and when you are nished, click OK to save your changes.
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Editing an Accounts Receivable transaction
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To edit a previously entered invoice or statement charge, follow these steps: 1. Go to Lists Chart of Accounts. 2. Select the Accounts Receivable account to which the transaction was originally posted. 3. Click the Activities menu button and choose Use Register. 4. Find the transaction that you want to edit. 5. Double-click the entry at the bottom of the register screen, and the original invoice or statement for the transaction that you chose to edit appears. 6. Edit the appropriate elds, and when you are nished, click OK to save your changes.
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14 Recording Sales Transactions and Creating Forms
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Deleting and voiding sales
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When you delete a sale, all records of the transaction are wiped out forever. To delete a transaction, simply display the invoice and select Delete from the Edit menu. But it s probably better to be safe rather than sorry when you nd that you have to reenter a lot of information that you need after all. You may want to consider voiding erroneous sales rather than deleting them entirely. This will maintain a complete record of all transactions. To void a sale, follow these steps: 1. Select the sale that you want to void. 2. Go to Edit Void Invoice. QuickBooks changes all the amounts to zero and enters Void in the Memo eld. 3. Click OK.
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Summary
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QuickBooks generates three basic types of sales forms for documenting customer transactions: receipts, invoices, and statements. Issuing a customer receipt memorializes a cash sale. In contrast, credit-sale customers receive an invoice or statement. Sales forms are used to maintain a complete record of all customer transactions and to post correct information to income and asset accounts. The information entered on the sales form is ultimately re ected on the company s Pro t and Loss Statement and Balance Sheet. Use the Receive Payments window to record sales for which payment is made at the time of delivery by any cash-equivalent form currency, credit card, or check. The Receive Payments window may be modi ed to summarize an aggregate of transactions (such as daily sales) for high-volume businesses. Some businesses nd it advantageous to transact only cash sales because there is no need to maintain accounts receivable to track balances owed to the business. Invoices or statements memorialize credit sales. Invoices re ect customer charges for services performed at the time the invoice is issued or at a later date. Statements re ect charges for past services. There are three types of standard invoice forms: the product invoice, the professional invoice, and the service invoice. Pending sales and packing slips are sales forms that do not post any information to accounts and do not affect any account balances. Invoices can be edited, deleted, and modi ed.
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