Manage Sale Invoices for Customer Service with Ease

Sale invoices for Customer Service

hello everybody and welcome to get paid to manage your sales invoices and customers my name is Jason revolt and I'm going to be your instructor for today's webinar so this is our agenda number one we're going to talk about the sales workflows that are involved with recording sales in QuickBooks we're going to talk about the distinction between invoices and sales receipts when to use one versus the other really important to understand the difference between those two and when they both need to be recorded we'll also talk about personalizing your sales forms that way you can sort of put your best foot forward whenever you're working with your clients so we're going to change around invoices change around sales receipts estimates all of those sorts of transactions will also talk about capturing sales outside of the office on the mobile app so the QBO mobile app is fantastic it's also free doesn't cost you anything extra and you can access all the same information from your phone as you can from your browser pretty much now sales transactions if you're out on the road and you need to record a sales receipt you need to issue somebody an invoice you need to send someone an estimate you can absolutely do that directly from your phone your tablet as long as you have access to the unit we'll talk about that we'll also talk about accounts receivable what that is and how you can use it to help you track down information about customers that owe you money and the number five we'll talk about sales reports now we're gonna sort of pepper this entire class with sales reports all over the place so you'll be learning about it here and there I don't really think I have any one section where we just talk about sales reports but you'll see a lot of them here in this class so that's our agenda let's go ahead and dive in now the very first thing that we need to talk about before we enter any transactions is we need to talk about which types of transactions to record and win now QuickBooks is essentially a historical record of your business because it is you going into a program telling put books about what happened or about what is about to happen right now as you issue an invoice so the most important thing for us to do is to make sure that we are entering things into QuickBooks accurately ing to how they really happen in the real world now sales can happen in two different ways in one way customers are going to give you money right away in the other way customers are going to give you money later on so whether you use an invoice or sales receipt depends entirely upon when your customers pay you so right here we're going to go through a little workflow so the money in workflow on the left hand side there we go we've got customer pays at the time of sale yes or no that's the fundamental question you need to ask yourself when determining whether to enter an invoice or a sales receipt now if the customer is paying at the time of the sale the answer is yes we're gonna record a sales receipt a sales receipt is your way of telling QuickBooks hey we made a sale and we got paid by the customer right away so if you're on a retail location or a restaurant or even a nonprofit organization and somebody is giving you a donation you're gonna use this Salesforce key I know it sounds weird being in a non-profit or recording a sales receipt but that really is the best way to do that so that's when the silver seat is used now if the money is going directly into a bank account you can tell QuickBooks that on that sales receipt of the money is going into a bank yeah and if that's the case you're done you don't have to do anything else just record a sales receipt but if you plan on grouping customer payments together into a single deposit so if you get paid by 15 20 25 people over the course of the day and all that money is going to be grouped together into one big deposit you need to use something else undeposited funds we're going to talk about that during this webinar and that money is gonna go eventually into a deposit you'll need to have a second transaction that merges all those payments together so we'll be talking about that now if the customer pays you later on you're not gonna be using a cell jersey they're gonna use an invoice instead an invoice is something that you send to a customer to tell them how much money they need to pay you why they need to pay you and also when they need to pay you by so it tells them at what the due date is so we're gonna get paid later on so once the customer actually pays you we hope they pay you we're gonna record a payment now that payment transaction allows us to one choose the customer's name but also if the customer has multiple invoices we can choose which invoices the payment applies to or multiple invoices that that payment applies to once we receive that payment if it goes directly into a bank account we're done we don't have to do anything else but if we want to combine it into a single deposit with other customer payments we do have to use undeposited funds and we do have to have that last transaction down there so those are the two main workflows they're really distinguished mostly by sales receipt or invoice we're gonna talk about invoices first but we will talk about both we're also gonna talk about how to use QuickBooks online payments which allows you to basically send a Pay Now button to your customers so they can click on that and then they can submit payment to you so you don't have to worry about all of this stuff down here because the customer is paying you through qvo payments which books just downloads those transactions and records them automatically so that's another really cool thing that QuickBooks can do and we'll talk about all that too now the very first thing I'm gonna do is talk about invoices and before we talk about invoices we also have talked about customers because in order for you to invoice somebody they have to be set up as a customer because if you invoice somebody QuickBooks has to keep track of what's called accounts receivable that's a record of what a customer owes you and they don't know who owes you money well then it's not gonna be able to account for accounts receivable so you do need to set these people up as customers we're gonna go over here our sales this might actually say invoices in your company file then go down to customers now on the customers list you're able to keep track of your customers names their addresses their phone numbers email addresses and their balances the balance is the amount that they currently owe you so that's their accounts receivable balance right here from the customer screen we can also filter the list of customers that we're looking at with these options up here at the top so if I only want to see my customers that are overdue I'll click overdue right here and notice that we only see one customer Trevor Matheson who's way overdue on all of his invoices now we've got a couple of customers already set up I'm gonna show you what one looks like once you've set them up i might click on my customer and then i'm gonna edit this customer so this in this screen you can edit the information this is also the screen where you set them up I'll show you how to add one here in a minute and it's always a good idea to put in their address their email their phone number things like that what's great about this is that not only can you access it through your browser but if you're using the mobile app you can also access the same information from your phone and in fact you can even tap on a couple of little buttons here and there and manage to actually bring that address up into your map application that you have on your phone or your mobile device so that's pretty cool too there's other things in here that you can keep track up for customers like some notes you can keep track of whatever you want we've got tax and fell right here for a sales tax information payment and billing information for the customer if you have any documents that you have from the customer that you want to upload your quickbooks online you can do it right here just drag and drop them into this box and then also we've got some additional information where we can put in their customer type so that way you can you can break out some of your sales reports by the type of customer now to set up a customer the best way to do it is to go in here to the customers list and just click new customer up here at the top right and that's where you'll see this window and you can fill it all in so we've got our customers set up the other thing that you'll need to set up before you can start recording a lot of sales are products and services products and services are your way basically telling folks what it is that you sell and also it helps you to steer the income from your sales into the proper income accounts on your profit and loss report so whenever we go over here to sales products and services we're going to see here a list of the things that we sell so we've got design services because we're a landscaping and design company we've also got some gardening services and some you know we've got some rocks down here so lots of great stuff that we can sell to our customers now all of these different products are linked to an income account and you're also able to put in a default price and a default message that you want to appear on your sales forms it's right here for design for instance whenever I edit this I'll be able to see as it pops out over on the right-hand side here's the description that I want to immediately appear on my customer sales and then also a default price this is the income account so if I I say make a thousand dollars worth of design sales whenever I go to look at my profit and loss report I will see a thousand dollars in products and services income that's an income account that appears on my chart of accounts so that's how QuickBooks knows how to steer that information into the right income accounts whenever you make a sale now we're going to be using a pretty basic one on here just called products and services now I'm gonna go up here to my create menu and let's go ahead and fill out an invoice so the first invoice I'm going to fill out is going to be to a customer named my Custer now you might notice that I actually have my gmail inbox open right here because not only am I going to issue an invoice to this customer I'm also going to email it to them and I'm gonna show you what a customer will see whenever you actually send them an invoice pretty helpful information and now about let's write it further up here for the customer you can click the drop down here I'll choose them from a list or you can just start typing their names you can also create new customers from here notice that it brings in the billing information and also their email address automatically that's because I set them up ahead of time on my customers list right here in the middle we see the online payments option so if you have QBO payments turn you're gonna see these two check marks available for you for credit cards and also bank transfers now over here we see again the building address we've got the terms that's how many days we're giving the customer to pay us so terms of net 30 means that they need to pay the net of the invoice within 30 days and then we also have the invoice date it's usually going to be the day you issue the invoice and then when it's due now down here in the products and services area this section is highly customizable and you can choose a lot of your customization options for your invoices right here by clicking on the gear icon up at the top right clicking on that gives us a lot of things to choose from first of all we can put in shipping that gives us these extra fields and also a shipping to field we also see total discount when we turn that on whenever we scroll down here towards the bottom we can enter a total discount percentage or a discount value so if you want to discount something that's on the invoice you can do it from there there's also deposit so if your customer gives you a deposit you can enter that down here in the deposit section along with the rest of the invoice so if you're issuing a $10,000 invoice and they've paid you $2,000 already you can fill out the invoice for $10,000 and put in $2,000 as the deposit amount now there is still more this is one of the most commonly asked for features which is custom transaction numbers whenever you first start using quickbooks online this is going to be turned off and notice that right here in this invoice screen i don't have any place to put in an invoice number it does have a number it says invoice number 224 but i can't change that right so if we want to add our own numbers we can click on the gear icon choose custom transaction numbers and then i've got an invoice number field right here on the right hand side of the screen you can change to whatever you like now you don't have to change it every time fortunately QuickBooks will keep track of these for you it'll always pick up the next number in the sequence so right here is 224 the next time we open up an invoice screen ll be 225 now there's more in here too there's also a place where we can add our own fields so if you need to keep track of something that's specific to your business like a sales rep or something like that you can add these additional fields you can add up to three of them unless you're using QuickBooks Online advanced in which case you can have up to ten and you also get some more options if you're using QuickBooks Online advanced like you get drop-down menus and things like that you can add instead of just the fields to type in and we've also got date if you want to put a little date column right here for their products and services maybe the date that those services were performed you can do that and then there's also a SKU column if you enter SKUs for the products and services that you sell it's really useful for inventory if you want to have SKU numbers or stock-keeping units for for those for those different products you sell now down here we have products and services that has come directly from that products and services list so whenever I click this drop down here I'm gonna see the same things we saw earlier it's right here we see that design product right now I'm gonna make this a little bit simpler I'm just gonna put in products and services it's a product or service name products and services it's a little unimaginative most of us I guess and it's over there on the products and services list so whenever I click on it right in here it brings in the description and then I'm able to enter the quantity the rate and the amount so we're gonna say we're gonna sell ten products and services multiplied by a hundred for a total of one thousand dollars it's right here we're able to see the total and down here we're able to see those details if you don't see quantity or rate I'm gonna show you a way for you to turn it all on in your settings later on now there are a couple of things we can still do here we can continue to add more things and in fact if we have things that we want to break up into different sections we can do that too with subtotals it's right in here I'm going to put in let's say some rocks so I'll say rocks we're gonna sell ten rocks at twenty dollars a piece so you've got products and services in rocks now I want to group these two things together and then underneath them I want to see the subtotal for those two items and then finally at the bottom of the invoice I want to see some design services that we're doing so what I'll do is I'll click above the line where I want the sub tunnel to be so iPhone with the silver right here I'll click on one line above it and then click Add subtotal and so now we've got a subtotal of those two things added up together and I can continue adding more things on here so I'm going to put in design and we're gonna sell five our design at seventy five dollars now and then if I wanted a subtotal for that too I can again click on the line above it and then click add subtotal so now we've got two subtotals and then also a grand total down at the very bottom so you can move these around as well if you sort of worked on the top and you want to sort of move things around a little bit all you have to do is click on these nine little dots over here in the left-hand side and then click it with your mouse and drag it to wherever you want it to be and then release it and that'll change the order that it appears on for this invoice you can clear off all of the items to start from scratch you'd also add lines but it's not a whole lot of need for that because whenever you click on the last line right here it always makes more for you so you've always got more lines to go on and you can delete them with these little trash cans now here's the message on the invoice it's a little personalized message you can send your customers message on statement so this is something that will appear on these statements that you send to your customers statements are suffer from invoices not everybody sends out statements aprons are essentially a way for you to show a customer all of the activity that has happened over a period of time or to show them all of the open items like open invoices open payments open credit memos things like that you have in their name that are in accounts receivable right now most people don't use statements but if you do and you want this to have like a special message on it fire away and put it in there now there's anything you want to attach to the invoice for your own records or also for your customers you can drag and drop it right into this field because it's pretty cool because if you drag something in there you do have a check box that you can check or leave on checked that tells books whether or not you want to send that attachment to your customer so you can send those to your customer if you want to or queue them for yourself either way works now we're going to talk about customizing a little bit later on but I do want to point out there's one little button down here that says make recurrent if you're issuing this invoice and you want it to recur every month or every week or every couple of months or anything like that you can click this button and you can set up that schedule so that this invoice will happen over and over and over again now we're going to email this out by clicking on save and sent but you can also just save and close if you want to save this invoice and then print it out or or something like that so but we're gonna go ahead and send it out we'll click on save and send and then we'll get a little preview window letting us change some of the text that's gonna be sent off to our client so right here we've got the subject line the body of the email and then also that online payment option which I'm gonna show you how to turn on here in a bit over on the right-hand side of the screen this is where we see a preview of the invoice itself and the email that they receive so now we'll go ahead and send it and close that now a little bit better than a preview is the actual email so let's go ahead and take a look at what they actually got now I have the inbox open right over here of the email address where we actually sent that invoice and here it is right here from Craig's design and landscaping its invoice 224 from Craig's design and landscaping so this is what your customer will see I'm gonna click on that and here is the invoice with that same wording that we were able to change if we wanted to and then scrolling down a little bit here is the total due on the invoice now in fact if your customer owes you on multiple invoices whenever they open up this window they'll actually see the total amount that they owe your business right here in this field so it's not I'm just going to show them for this anyways it's going to show them for all of the invoices they currently have have open owner review and pay this so let's see again what our customers are gonna see in this next screen so immediately it takes us into the payment screen where they can enter their payment so pretty cool they click on review and pay and sure enough it takes them right into the screen where they're gonna be able to do that so here they're able to pay us with debit card with a bank transfer and also a credit card and up here at the top right this is where they can see the invoice they can download that they can print it and they can also click view invoice to actually open it up right here so this is where they're seeing the actual invoice that we sent them basically it's a PDF and that's why we're able to both download that right here and also print it out or they're able to rather so we've got all the data right over here and in fact if you have customers that you regularly issue invoices to they can even save their payment information right in here so that way it'll be a little bit easier for them the next the next time they do it now if they pay you this way you're done you don't have to do anything else which is part of the real power behind using queue of payments because just issuing those invoices and then receiving payments that are processed by QuickBooks makes your life a lot easier because they are the ones processing these things and you don't have to worry about any more data entry I'm gonna show you really quick how you can turn on qbo payments just go to the gear icon and then go over to account and settings now we're gonna go over to over here in the left-hand side we gotta wait for it to load sometimes it takes at a moment to load it up there we go whoops it's right under right under payments right here now in this section we've got a lot of information we've got the merchant details so this is the merchant ID now this is this is my information for this company now yours is of course going to explain your own company information but in this page you'll see a button where you can sign up for QBO payments and it's free to sign up doesn't cost you anything extra to do it now Intuit will charge you for the processing of those customer payments so whenever customers pay you through a debit card or through a credit card there is a fee for that and also through bank transfers there is a fee for that but just just signing up by itself but will not do anything in terms of charging you for money or anything like that it's on a it's on a charge by a charge basis with your customers so we've also got I want to point out over here under sales I want to point out that you know I mentioned earlier there is a way for you to turn on quantity and rate for your sales forms this is where you can do that are you here under products and services I notice that it says track quantity and price rate so if you don't see quantity or right on your sales forms what you want to you can go in here and you can turn this on and that's what will give you those points in a rage fields so I'm gonna go to cancel out of those clothes these things and we're going to talk about the next step in the invoicing process which is receiving payments now as soon as you invoice a customer their balance is going to go up because the accounts receivable balance for that customer has increased it's right here if I look at my customer notice that their balance is now sixteen hundred twenty-five dollars and forty four cents that means that that's the amount of money that they owe us now I'm able to see that in a variety of ways this is one way but we also have accounts receivable reports so if I go over here to reports I'm gonna show you something we can do because you know that's that customer screen it's really handy to see at that moment how much is owed to us right then but sometimes we want to see not just how much money is owed to us but also how late people are in terms of the number of days overdue they are on those invoices we can't really see that from the customers list and also we've got all those other customers who don't owe us any money so they kind of get in the way so I'm going to show you two reports that are really helpful for this first we've got accounts receivable aging summary now this is one of the most basic reports you can run it for this because it's going to show us each individual customer that owes us money and also it'll tell us how much they are current on which means that these are invoices that are not overdue and then it breaks it down by one to thirty days overdue 31 to 60 days overdue sixty 109 days overdue now you want it over overdue and the total now all of these numbers can be clicked on so if we click on this one for instance it's gonna bring us to the sales transaction that we just recorded so here we're able to see all of the stuff that they owe us on we've actually got a couple of one dollar invoices it looks like that have been issued a couple of times those are our other trainers who are teaching other classes they go on and they record invoices to show people how to use this feature - this is the invoice that we just issued for sixteen hundred and twenty two dollars and forty four cents and you can also click on any one of these individual transactions to then go to it to see the details about it so you can drill down and down and down to get more and more detail about these sorts of transactions and your customers so that's the summary report it's helpful if you want to see sort of like the big picture about a lot of your customers at the same time but if you want to see the individual transactions right away there's another report you can run in step or also you can run both these reports if you really want to and this other report is called the accounts receivable aging detail report now the detail report is going to show us basically the same data so it's taking the same totals and the same invoices but the difference is that it's laying it out a little bit differently for us so instead of grouping everything by customer its instead grouping everything by due date and by days overdue so right here we were able to see 91 or more days overdue and then all the invoices that match that criteria and then we also see all of our current invoices that match that criteria so it breaks them up by the number of days overdue it also tells us about the totals for each one of those different groups so same data just presented in a different way this way we're able to see the individual transactions rather than just a single number for each one of our customers so it's just a matter of which sort of data you want to go for so accounts receivable is really easy to track both through the customer's list and these two reports now let's talk about receiving payments from our customers now if you're using QBO payments and your customers pay you through those paying out links that you send your that you send through your invoices you don't have to do anything else you're done QuickBooks is gonna download those transactions it's gonna record them by itself you don't have to do anything but if you are not going to use Qi payments or if your customer decides not to pay you that way maybe they're gonna pay you in cash maybe they're gonna pay you with a check something like that we then have to go to the create menu and then choose receive payment now at this point some people will ask can I just download the payment and the answer is maybe because the fact is that whenever you download a transaction from the bank what books is gonna look through your banking records or through your records in QuickBooks to try to determine which invoice it should match it up against and it works if the invoice is very close in terms of the date to the payment it also works if the two are relevant sizes so if they're the exact same amount that definitely works but if you're trying to receive a payment from a customer for multiple invoices or if you're trying to input a payment from a customer that you want to sort of group together with other customer payments then you need to use the customer payment window it's really important in fact most people are still gonna record this manually because most people do want to group customer payments together by using on A+ funds and I'll show you what I mean by that here in a moment so our customer here is my customer when I put that in out pops all of their invoices now we can select them one by one or we can select all of them right here depending upon what it is they're paying so we also see the payment method that's how they pay us now I get the question all the time okay so I've seen this for pay and receive payment window but what if they pay me with a credit card what if they pay me with the data card what if they pay me with a check and the answer is no matter how they pay you this is the screen you use so right here with the receive payments window I can flick that down and I can choose from all these different options those we've got PayPal we got MasterCard we got we don't have visa but we can create it we got credit cards and debit cards so however it is they pay you this is the window you use if you need to record it manually now I'm gonna say the discussion is paying us with the check that's a pretty good reason for them to not pay us with QBO payments but even with this check we can still enter the bank info we can still have QuickBooks process that for us if we're using qvo payments by the way if your user you give your payments you can also key in the entry with if it's a credit card or a debit card you can type it in through the inter credit card details window we're gonna say that's none of the case they actually gave us a physical check and right here we'll enter the number of the check now if this check is being deposited by itself you can click this deposit to drop-down arrow and choose the bank account where you're depositing and if you do that you're done you don't do anything else but a lot of you are going to be taking customer payments and then combining those customer payments together with other customer payments or your merchant services company is going to be doing that for you because you're in a situation where you got a gust from a service customer services company that processes payments for you throughout the day and then they make a single deposit at the end of the day okay if that's the case we're not gonna be using a bank account at all we're using undeposited funds undeposited funds is a catch-all term for all of the money that customers have given to us that we just haven't taken to the bank yet that's what other positive funds is so if you've received 15 16 22 payments for customers put them all and undeposited funds that's great because once you actually do go to the bank you're able to link them all together into a single deposit I'll show you how that works in a little bit now we've got undeposited funds filled out for the deposit tube I think we're done here there's also a memo down here if you want to you can enter that but we've got all of our information to fill then I'm gonna go ahead and save and close you can also save in sin by the way if you want to send them a receipt and as soon as I do that we now have my customer $0 balance so they don't notice anything anymore they paid us all that money and it all went into our let me go over here to our accounting Ella went into our undeposited funds account which is right here now I could make the deposit right now but another customer comes in through the door and they want to buy something from me now you know earlier we talked about the difference between sales receipts and invoices invoices is if the customer pays us later on sales receipts or they pay us right away this next customer comes through the door they're paying me right away there's never gonna be in a moment where they owe me any money so my way of dealing with that is to go up here to the create menu I'm not gonna issue an invoice instead I'm gonna go with a sales receipt now sales receipts look remarkably similar to invoices in fact they are pretty much the same thing the big difference right here is that there is no due date because they never never have anything do except for at the purchase and also it also has this little section here we're able to tell us where the money goes as soon as we get so we're gonna say that one of our regular customers comes in and our regular customer is oh good we actually have John Milton in there so I'll put it in John Milton John Milton's gonna come in and buy some rocks so right over here for the project service will enter rocks pretty good we're gonna say he's gonna purchase ten rocks and twenty dollars a piece now the payment method again same thing however it is the customer pays you if they're coming in they're buying something from your store sales receipt sales receipts celibacy that's all you have to record so doesn't matter how they're paying you we're going to say who's gonna pay us with cash and then again if the money is going into a bank account by itself we'll enter a bank account right here otherwise if you want to group it in together with other customer payments we use undeposited funds now you can also again if you're using Kiva payments you can also process customer payments directly through this window as debit cards credit cards bank transfers things like that but we don't we're not going to do that down here we also got some extra messages and attachments section and you can also make these recurring as well so I'm going to go ahead and save and close on this and that's how you record a sales receipt so a lot simpler than invoice honestly because there's just one transaction instead of the two because with an invoice you've got the invoice and also the payment later on so we've received two payments from our customers one an invoice one on a sales receipt notice right here under positive funds is eighteen hundred and forty six dollars ninety four cents so that's the money that we have sitting around the office maybe in a cash register maybe in a drawer maybe in a bank bag maybe in our merchant services companies clearing account or ACH account maybe they're holding that for us until the end of the day that's one undeposited funds stands for all those different places where we can have money now at the end of the day we're going to take all those cash all that all those cheques and we're gonna take them down in the bank so we want to clear this out and move it over into our checking account looks like we're pretty flush with cash but we're gonna get even more in there so I want to move this to over here so what I'm gonna do is actually duplicate this window by right-clicking and then choosing duplicate because I want to show you the before and the after with this deposit okay so we've got this window open we can always switch back over here to say to see how things are so in this little tab when I click on my create menu we're gonna record a deposit now this is not necessary if while you were recording those payments the money went directly into a bank account okay this is only used if you use done deposited funds so up here at the top we're going to choose the bank account where we're making the deposit we're gonna deposit into our checking account we're gonna enter the date that the deposit happen and then right in here we're gonna see all of those various payments so we can select them individually or all at once and notice that right here we have a total of eight hundred eighteen hundred and forty six dollars and ninety four cents and that's what we're gonna be depositing together whenever I switch over and to my other tab notice that it's the exact same number in a deposited funds so that's how those payments get translated from your sales transactions over on to that deposit screen by using a deposited funds this allows us to group these three payments together into a single deposit really important for banking because if you were to record all three of these transactions individually by themselves QuickBooks would think that you made a five dollar deposit a $1600 deposit and a 216 dollar deposit so you'll have three deposits in QuickBooks but then whenever you download the transactions from the bank or look at your bank statement it'll say one depositor for eighteen hundred and forty six dollars that's a big problem especially whenever you're reconciling especially if you're using online banking so we always want to make sure that the things that are in QuickBooks are gonna be the exact same thing that are on the bank safe and that's how an appositive funds helps us it allows us to group these things together to make sure that they're right now down towards the bottom notes that we also have add funds to this deposit section so if when you're going to the bank you're taking some extra money along with you like a refund check from a vendor or maybe there's money some-some money being taken out for merchant services fees or something like that we can add or subtract funds from this deposit right here in this section so if we're adding funds we can enter an income account or maybe an expense account if we're receiving a refund some kind of a reason why there is some extra money going into this deposit or if we are having money taken out we can also enter an account but then as the amount enter a negative amount I'm going to show you how that works so right here for the account let's say there are some bank fees whenever I take these deposits over the bank they're gonna charge me some for some reason so right here for the account I'm gonna choose bank charges and fees it's an expense account we'll just call this Bank charges and they charge me $100 so I'm not gonna put a hundred a positive $100 because if I do that it'll increase the amount of the deposit I should want to decrease it so we'll enter negative 100 press tab and so now we can see 1846 point 94 from undeposited funds negative 100 from the bank charges leads us to a total of seven hundred forty six dollars ninety four cents so this is often the case with merchant services fees they'll take it out of the deposit so if using stripe or something like that you'll often have to record those sorts of transactions this way but if you're using QBO payments this all happens automatically by the way so you don't have to do any of this work so now we're gonna save this and I want to just remind everybody here's the an appositive funds account balance here's the checking account balance these are gonna change as I'd go in here to my bank deposit like my drop-down arrow save and close and let's look we've seen the before let's take a look at the after so here we're able to see undeposited funds zero dollars and our checking account balance went up by almost the same amount as minus 100 a large for those bank fees so that's how to record your sales in QuickBooks now you might be wondering what happens whenever I download that deposit from the bank no problem whenever you go into your banking system right over here and you click on banking as long as what you download from your bank has the exact same amount as the deposit that we were just recorded any QuickBooks it'll show up as a match that way you can click on the match button and those two things will essentially combine together and they won't be counted separately so it won't be counted twice I'll just be counted at one time and that's actually one of the main reasons that we use on a positive bonds because we always want to make sure that the transactions we download from the bank are going to be the exact same as what we record through QuickBooks and using undeposited funds helps us do that now I want to show you how to also work with this in the mobile app now the mobile app is there with me for just one moment the mobile app is free you can download it to your phones and your tablet's at no extra cost all you have to do is go on to the Apple App Store or the Google Play Store search for QuickBooks Online usually it'll be the first one you see the full name of it is QuickBooks Online accounting invoices and expenses again that name is we books online accounting invoices and expenses now once you've downloaded it you can log into your company file it's the same company file you access through your browser and once you're in it you can then start recording transactions now the app looks pretty much the same regardless of whether you're on an iOS device or a Google Android device but there is one minor difference which is that the plus button the Craven you appears at the bottom of the screen if you're using an iOS device whereas it appears up at the top right if you're using an Android device so those are the that's the big distinction between the two outside of that they work they work the same now I'm going to show you how to record a sales transaction by using your mobile app so this is a really cool thing you can do all you have to do is tap on the plus menu down at the very bottom the create menu once we tap on it it's going to open up our menu we're gonna we can create sales receipts invoices and also estimates now this is the new invoice window tap on the customer choose them from your list you can also add new customers from here we'll enter the date QuickBooks assumes that it's today's date but you can tap that to change it if you want to and it's really important because then QuickBooks will know when to post that income on your profit monsterball we've also got the term so that's the number of days the customer has to pay and then whenever we tap on products and services we'll choose between all the different products and services on our products and services list once we tap on one of the Nasus for the quality rate and amount as well as whether or not it's taxable to a little toggle right there just tap on any value and you can change it as well as changing the description that appears at the very bottom it's right here we have landscaping design services you can enter whatever you like and that'll be included on the invoice and step so tap Done and then tap add up at the top right and it goes on to the invoice you can take these away by tapping on the minus button or you can change them by tapping on them themselves and edit any of the details there's also add a line up if you want to continue adding more items onto the end walls now we're going to see down towards the bottom a section for sales tax there's also a section for custom message and mimma so once you're done with this invoice and you're ready for the customer to see it like save or tap save and QuickBooks Online mobile app keeps track of the process for you so right now we need to send it so we'll tap on send invoice and we can send these directly from our phone here we see a preview of the message and then scrolling down we'll also see a preview of the invoice the customer will eventually see tap send up at the top right that'll send it along to our customer and it keeps trying to the fact that it's been sent we don't see that it's been viewed but once the customer opens it up and takes a look at it that will update on your phone will also update in QuickBooks through the browser so pretty cool stuff I definitely recommend downloading that app against free so doesn't hurt anything to download it and to use it and to us or a sort of test it out now I've shown you a couple of their sales forms and they're probably a little bit different from yours notice might notice that the colors were a little bit different the layout was a little bit different we had a logo on hours earlier so I'm gonna show you where you can change some of those things now our sales forms are all located right here from the gear I on and it's gonna be right under your company notice right here we have custom form styles this is where we can customize our invoices and our sales receipts and estimates and add logos and things like that so whenever you first start using QPL you're gonna have a standard style and the standard style is mostly gonna have like a blue font it's not gonna have any logo and it's gonna be laid out pretty plainly we can edit this if we want to or we can just create a new one now I want to tell you if you edit this standard style it's also going to edit any of the existing invoices that you've already created that you use this standard style on which will probably be all of them so be mindful of that you're gonna be potentially editing the way all of your old and voices look usually that's not a deal-breaker for people but I don't like for that to be a surprise either so be mindful of that now I'm gonna click on edit for this and this is where we can change the details of what our customer sees over here in the left hand side we've got the template so we're on the bold template which has a lot more color we can also go to Airy we've got modern fresh friendly you can choose to change your logo you can actually have multiple logos so you can choose between those you can add new ones right you can choose where they're at and also how big they are we've got a choice of colors now whatever you upload your logo quickbooks online will actually change the colors on your invoices and sales forms to match the color on your logo does that automatically but you can change it by yourself by tapping or clicking on any one of these colors instead we've also got fonts which font you want to use and then also we've got the margins so we've got all of those on on your cell phone we're going to go over to content now this is where you can change your header all you have to do is tap on the header up here we can change any of the header information we can also change the form information by the way this is really handy if you're running a non-profit because you know you don't really want to send you or donors invoices right you probably want to send them pledges so here's a cool thing you can do just call it a pledge and so that way whenever you send them off now we have pledge number one two three four five instead of invoice we also have estimate sales receipt because you can change any one of these so instead of estimates maybe you have proposals or instead of sales receipts maybe you have donations so we can change any of these to whatever we want we've also got some more things down here to display or not display we've also got the body of the of the sales form this is where customers and donors actually see what it is that you're charging them for and also you're able to see a little a little account summary up here you can choose to turn that on or off basically it's like a little little mini statement it tells the customer their balance forward so how much money they owed before this invoice the new charges and then the total and then all of the new items will be listed right here too in fact you can rearrange these if you want quantity to appear first just tap on these nine little dots drag it up to wherever it is you want it to be notice that quantity now appears first so you can rearrange them you can also retitle them so if you tap on edit leg labels and widths you can change any of the any of the labels right here and you can also change the sizes of these keep saying tap I'm so used to using phones and things like that we've also got show more activity options down here at the bottom so you can turn any of these on or off and then there's also finally a footer section in which we put our legal disclaimer that we're not responsible for anything under any circumstances no matter whatever ever ever and you also can change up the messages that you showed your customers by default now the emails that we send out you know earlier I showed you how to send out an email for an invoice but also how to change the subject line and the body of the email so if you have a standard message that you want to be with all of your emails that's different from the one that into it comes equipped with you can go in here you can change that because right in here we can choose the messages to customer for invoices where it says invoiced just changed it over a test well you can change it for estimates you can also change it for sales receipts so you can customize the messaging that you have with all of your customers right here through this window and this is also where we're gonna see the payments information you'll only see these details right in here if you signed up for QBO payments which again signing up for is free I'll charge you anything for that it's just some fees will apply whatever some credit card charges or debit card charges are made by your customer so that's where you can change your form styles or your sales forms now if you have multiple form styles in your company for your sales you can actually choose between them whenever you record a sale so if we're up here and we're recording an invoice or a sales receipt or something like that we've got multiple styles click on customize down here at the bottom and you're able to choose between those different styles right in here we've only got the standard ones that only show this one but if you have multiple you'll see multiple on it now I want to spend just like a minute or two talking about a couple of cool sales reports I showed you the accounts receivable report earlier but I want to sort of round that out by also showing you a sales report for items and services products and services and also a sales report for customers so two more sales reports and then we'll start to wrap this up all of it now I'm gonna go over to reports and all of your sales reports are held within a single area we've got sales and customers right here so you can refer to this at any time but you know if you know the type of report you want to look for like sales report you just type in the name of it right here and then look through different sales reports sometimes that's a little bit faster I want to show you one sales report which is a sales by product or service summary so if you ever curious about what things you've sold over time you can run a report like this that'll show you the products and services you've sold over the selected day range the quantity that you've sold the dollar amount and what percentage of your total sales comes from each one of these different products and services if you're selling inventory you'll also see your profit margins on those different inventory items on this report so this is the sales by product or service summary report now there's one in the report emotion which is the sales by customer summary the sales by customer summary is pretty cool because it shows you who these sales were with and again you can choose the date range right here and then to list the different customers that have purchased something from you over that day range now one thing I've forgot to mention but I'm gonna mention right now whenever you're recording a sales receipt you don't have to record a customer so if you've been recording your sales on sales receipts without a customer's name you're probably not gonna see anybody's name on here but that's okay too because if you're into that if you're in that situation where you're not recording those customers names then it might just not matter to you very much so those are the ways for us to record sales and also the ways for us to track sales through our sales reports hopefully you enjoyed the class and happy QuickBooks