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Level 1

Entering or adding money to Quickbooks 2010 Pro

Hello, I use Quickbooks 2010. I'd like to ask a question and I need help. How do I add money to Quickbooks? For example, a customer has brought $200 cash and I want to add the amount or figure to Quickbooks so that it adds to the total amount in the bank account on Quickbooks... how do I do that?


Thanks in advance.

9 Comments 9
Community Champion

Entering or adding money to Quickbooks 2010 Pro

I'm not sure I quite get the issue.  A customer bought something for $200 cash.  Do you not typically accept cash? 


In QBs there should be a Cash Acct (often used for Cash On Hand for miscellaneous tips or other cash payments - often referred to as Petty Cash).  Someone may have made it Inactive over the years, so if you do not see it, click the Show Inactive box at the bottom of the Chart of Accounts. 


You would make your sale just like any other, but the Acct for the payment would be Cash.  From there when you put the money in the bank you would show a Transfer (XFER) from Cash to Checking (or whatever account you put it in).


Does that answer it or am I not seeing what the real issue is?


Entering or adding money to Quickbooks 2010 Pro

Good Morning @Yombre.


Welcome to the Community. I’m so glad you found us for help with your customer’s payment. I can help, no problem. Do you need to know just how to accept cash? Or the complete workflow to receiving payments? I’ll give the most detail, just so you have it.


If the customer is paying an invoice you created, you will receive the payment then make a deposit.


Receive Payment:

  1. From the QuickBooks Home page or the Customers menu, select Receive Payment.
  2. In the Received From drop-down, select the customer's name.
  3. Enter the Amount received.
  4. Make sure the date is correct, then choose the Payment method (in this case Cash).
  5. Select the invoice or invoices you'd like to pay.
  6. Select Save & Close.




Make Deposit:

  1. On the Homepage, select Record Deposits / Make Deposits.
  2. In the Payments to Deposit window, select the payments you want to combine. Then select OK.
  3. In the Make Deposits window, select the account you want to put the deposit into from the Deposit to dropdown.
  4. Check the deposit total. Make sure the account and selected payments match the deposit slip from your bank. Use your deposit slip as a reference.
  5. Enter the date you made the deposit at your bank.
  6. Add a memo as needed.
  7. When you're done, select Save & Close.


If the customer is paying cash without an invoice being created, you will create a Sales receipt, then make a deposit.


Create Sales Receipt:

  1. On the QuickBooks Home screen or the Customers menu, go to Create Sales Receipts/Enter Sales Receipts.
  2. From the Customer: Job drop-down, select a customer or job. If the customer is not on the list yet, you can click Add New.
  3. Fill in the relevant information at the top of the form like the Date and Sale No.
  4. Choose the payment method. (In this case Cash)
  5. In the detail area, select the item(s) you propose to do or include as a sale.
  6. Click Save & Close.


Then follow the steps to make a deposit above.


NOTE: Because you are using QuickBooks 2010 the layout may be slightly different, however, the workflow will be the same.


Here is a resource guide for you: Get started with customer transaction workflows in QuickBooks Desktop


Let me know if you have any additional questions about receiving payments or anything else. I’d be happy to help.


Have a great day!

Level 1

Entering or adding money to Quickbooks 2010 Pro

Hello MonicaM3, thank very much for helping me with QB on the question I asked. My question was based on entering just money onto QB so that the amount stays in the system. You seem to have answered my question; especially on the last explanation. That was helpful. Thanks a lot.

Level 1

Entering or adding money to Quickbooks 2010 Pro

Hello there, thanks a lot for helping me. What I actually meant was just add money so that the figure stays in the system (QB) so that in other ways, when I want to know how much cash I have, I just see in the system, instead of counting the whole cash.


Once again, thanks very much.

Candice C
QuickBooks Team

Entering or adding money to Quickbooks 2010 Pro

Good morning, @Yombre


Thanks for reaching back out to the Community. I hope your day is going well so far. 


I'm glad my colleague was able to provide some details for you. 


If you have any other questions or concerns, don't hesitate to ask. We're always here to have your back. Have a great day and weekend ahead! 

Level 1

Entering or adding money to Quickbooks 2010 Pro

Greetings to you Candice!


Thanks very much for your response in helping me on my previous question.


I'd like to ask a question, and I need your help.

My company has got 5 branches. The main branch is the one that uses Quickbooks to save sales,etc... of all the branches. When we order items, even for other branches, we enter them in QB. On ordering items, we pay the vendors, for example, branch 3 has ordered items worth $500. We pay the money in cash to the vendors, at the same time we pay using QB.


My question is, branch 3 has already paid in cash to the vendors;

1. How do I enter the money they paid into Quickbooks

2. How do I pay the money to the vendors in Quickbooks? Do I pay as a bill?


Thanks in advance, hoping to hear from you soon.


Entering or adding money to Quickbooks 2010 Pro

Welcome back, Yombre.


I know a way to record that vendor transaction in QuickBooks Desktop.


You can write a check if you immediately pay your vendor. Then, create a bill if you plan to pay them at a later date.


Here's how:


  1. Go to the Banking menu.
  2. Click Write Checks.
  3. Select the correct bank account where the money is taken.
  4. In the Pay to the Order of section, choose the vendor from the dropdown list.
  5. Enter the necessary information such as the amount and date.
  6. Click the items tab.
  7. Choose the item from the Item column and fill out the important information.
  8. Once done, hit Save & Close.


You can print the checks by clicking the Print icon to pay your vendor.


To record the purchase and pay at the later date, you can create a bill. Check out this article for the complete details: Enter bills in QuickBooks Desktop.


I've also included this resource to learn to settle and record bill payments: Pay bills in QuickBooks Desktop.


Feel free to post again if you have follow-up questions about recording vendor transactions. The Community and I are already here to help you.

Level 1

Entering or adding money to Quickbooks 2010 Pro

Hello Giovann_G


Thanks a lot for the reply in helping me with QB. But still, I'm confused, and I still need your help!


I still don't understand how to pay the vendors. If I pay money as a bill to the vendors, will it not subtract from my bank account? Same with Writing as check, will it not subtract from my bank account?


The issue is on paying the vendors on behalf of another branch. Branch 3 has ordered, for example, 3 Acer laptops altogether worth $7000 from the Acer company. They've already paid in cash, so we still need to enter the $7000 dollars in our QuickBooks bank account (enter the $7000 figure directly in QB in our bank account).

Now, let's say in our bank account we have $10 000 already. If we add Branch 3's $7 000, it will add up to $17 000 altogether. Now, if we pay the Acer company $7 000 on behalf of Branch 3, it will still remain $10 000... you see, it will be balanced.

Now, my question is, if I pay $7 000 as a bill or write cash, will it not remain $3 000 in our bank account, or still it will remain $10 000? My issue is on adding money to my bank account. I know the other way is by creating sales receipts, but does it apply here?


Thanks very much in advance. Hoping to hear from you soon.

Level 1

Entering or adding money to Quickbooks 2010 Pro

For example, I have $10 000 in my bank account in QuickBooks. I want to add $7 000 so that it becomes $17 000, in QuickBooks not in cash (On my PC in QuickBooks). How do I do that?

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