Entering daily sales into general ledger

Viggo · ‎November 07, 2020

For the last 8 years or so, I have entered my daily sales into a corporate portal. At the end of the month, I have generated an IIF file and imported that into QB Desktop. I will be soon leaving this franchise system, so I will have to enter this data directly into QB. The business is a retail pharmacy, so I have third party charges and payments as well as the standard sales items such as cash, check and sales tax. I realize I can create a general ledger entry for each day, but it seems that there should be a more streamlined method to enter these values into a template to avoid typing so much information about each entry. All the searches return results related to creating invoices, etc.

Jen_D · ‎November 07, 2020

Good day, @Viggo,

I can share some information on how to record your daily sales in QuickBooks Desktop. Before that, we need to set up the elements to categorize this in the program. Follow the steps below.

Step 1: Create a customer for daily sales.

You'll only use this customer account on your "end of day" sales receipt.

From the top menu, select Customers.
Choose Customer Center then right-click anywhere and click New.
Enter "Daily Sales" or any description you want.
After filling out all the information, press OK.

Step 2: Set up accounts for daily sales.

Make sure your Daily Sales accounts are set up right. Doing so can help you a lot with accurate income reporting.

To set up daily sales accounts:

Select List from the toolbar.
Go to Chart of Accounts.
Right-click anywhere and press New.
Set up these accounts:
Lastly, hit Save and Close.

Step 3: Set up items for daily sales

Go to the Lists menu then Item List.
Right-click anywhere and select New.
Select a Type that is for Daily Sales.
Enter an item name or number. What you enter here is displayed in the drop-down list of items when you're filling out a sales form or purchase order. Enter a name or number that will help you distinguish this item from all the others on the list.
If this item is a subitem of an existing item, select the Subitem checkbox and choose the parent item.
(Optional) If you know it, enter the manufacturer's part number and unit of measure.
Use the Daily Sales account for the item.
Complete the rest of information then press OK.

Step 4: Create a template for the Daily Sale. See this link for more information: Create, edit, or delete memorized transactions

Go to the Customers menu and select Enter Sales Receipt.
Add the items of the daily sales then click on Memorize at the top.
If you want to automatically create the sales receipt, use Automate Transaction Entry. Otherwise, use the other options you want to use.
Lastly, press OK.
To access or edit the template, go to the Lists menu then Memorized Transaction List. If you want to create a sale, right-click on the template then choose Enter Transaction.

Let me know if you have any questions about this. I'll be right here to share some more information if you need anything. Have a nice day!

View solution in original post

Jen_D · ‎November 07, 2020

Good day, @Viggo,

I can share some information on how to record your daily sales in QuickBooks Desktop. Before that, we need to set up the elements to categorize this in the program. Follow the steps below.

Step 1: Create a customer for daily sales.

You'll only use this customer account on your "end of day" sales receipt.

From the top menu, select Customers.
Choose Customer Center then right-click anywhere and click New.
Enter "Daily Sales" or any description you want.
After filling out all the information, press OK.

Step 2: Set up accounts for daily sales.

Make sure your Daily Sales accounts are set up right. Doing so can help you a lot with accurate income reporting.

To set up daily sales accounts:

Select List from the toolbar.
Go to Chart of Accounts.
Right-click anywhere and press New.
Set up these accounts:
Lastly, hit Save and Close.

Step 3: Set up items for daily sales

Go to the Lists menu then Item List.
Right-click anywhere and select New.
Select a Type that is for Daily Sales.
Enter an item name or number. What you enter here is displayed in the drop-down list of items when you're filling out a sales form or purchase order. Enter a name or number that will help you distinguish this item from all the others on the list.
If this item is a subitem of an existing item, select the Subitem checkbox and choose the parent item.
(Optional) If you know it, enter the manufacturer's part number and unit of measure.
Use the Daily Sales account for the item.
Complete the rest of information then press OK.

Step 4: Create a template for the Daily Sale. See this link for more information: Create, edit, or delete memorized transactions

Go to the Customers menu and select Enter Sales Receipt.
Add the items of the daily sales then click on Memorize at the top.
If you want to automatically create the sales receipt, use Automate Transaction Entry. Otherwise, use the other options you want to use.
Lastly, press OK.
To access or edit the template, go to the Lists menu then Memorized Transaction List. If you want to create a sale, right-click on the template then choose Enter Transaction.

Let me know if you have any questions about this. I'll be right here to share some more information if you need anything. Have a nice day!

Viggo · ‎November 07, 2020

All the accounts are set up, as I've been using them for many years. Which ones I do use can vary from day to day based on, for example, if there have been any third-party reimbursements (insurance companies) that day, etc. Sales also have to be broken down by taxable and non-taxable as well as professional service. There are also several forms of payment to deal with. The customer center appears to be based on creating a single sale.

ReymondO · ‎November 07, 2020

Thanks for getting back to this thread, @Viggo.

The options on how you can record your daily sales in QuickBooks Desktop have already been shared in the previous response. However, you can look for a third-party app outside QuickBooks that will let you create a template. This way, you can enter your daily sales in a much easier way.

Let me provide you the link on where you can search the app in QuickBooks Desktop: https://desktop.apps.com/home.

I can see how this option would be helpful for you and your business. Therefore, let me take note of this as a suggestion to improve your QuickBooks experience.

If there's anything else you need, you're always welcome here in the Community to post again. We'll be always around ready to help. Have a great weekend.

Fiat Lux - ASIA · ‎November 07, 2020

@Viggo

You may prepare data in XLS format and utilize one of these importer tools.

https:// transactionpro.grsm.io/qbd

https:// partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

Viggo · ‎November 09, 2020

Thanks for the reply. Unfortunately, the last thing I need is something else that cost money. Can you direct me to anything that explains the customers portion of QB? I've never used this portion of the program, so I'm a little cautious as ending things is near impossible in QB.

Ryan_M · ‎November 09, 2020

Hi @Viggo,

Thank you for your prompt reply. I'll share insight on the customer transaction workflows in QuickBooks Desktop (QBDT).

The first workflow is Invoice - Payment - Deposit. You use this if you provide a product/service to your customers that they plan to pay later.

Here's how:

There are several other workflows available for your customers you can follow in QBDT. Open this article to view the list, along with their short descriptions: Get started with customer transaction workflows in QuickBooks Desktop.

You can also refer to this article: Accounts Payable workflows in QuickBooks Desktop. It lists available workflows you can use for your vendors in QBDT.

Don't hesitate to post a comment below if you have other concerns. I'll be sure to take care of it.

RSCM · ‎February 16, 2023

How do you account for a charge on account or a payment on account when entering a Daily Sale?

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Entering daily sales into general ledger