Sales Receipts or Invoices?

kevinphp · ‎March 07, 2021

I have an issue (or maybe not) with recording transactions in Quickbooks desktop from my eCommerce platform. The store provider has a really bad implementation or web connect that is unusable for me, so I am going to have to record transactions that have already happened and payments processed outside of Quickbooks.

I have this ingenious idea to just create the transaction as a Sale Receipt, have that payment go into the undeposited funds account so I can transfer the balance into the appropriate bank account and take care of any credit card, PayPal, Amazon pay fees from the undeposited funds account and that would be the way to solve the problem.

However, the sales receipt form asks for a payment method, which I don't want it to care about. I am not going to send the QB Sales Receipt to anyone, I am just using it as a mechanism to get the transaction into QB. Is there a way to configure a "dummy" payment method on the sales receipt form to achieve what I need, or is there a much better way to accomplish my goal?

ANy help would be appreciated!

Adrian_A · ‎March 07, 2021

Your idea works, kevinphp.

We can create a sales receipt and then have the payment to deposit to the Undeposited Funds account. Then, make sure to click the Save button and then select Sales Receipt at the upper-left part. This way, it won't send to anyone.

As for the payment method, since it's needed for the system to have an accurate recording of your transactions, we can create a dummy one. Let me guide you how:

On the Sales Receipt page, click the drop-down beside e-CHECK.
Click the Add New Payment Method option.
You can enter Dummy Payment Method as the Payment Method.
Select a Payment Type.
Click OK.

I've also included this reference when you're ready to transfer the payment to your bank account: Record and make bank deposits in QuickBooks Desktop.

I'll be around if there's anything that I can help. Keep safe!

View solution in original post

Fiat Lux - ASIA · ‎March 07, 2021

Which eCommerce platform do you have?

kevinphp · ‎March 07, 2021

The platform I am using is 3DCart (now Shift4). The platform is built around having your own inventory, but this part of the business is exclusively drop shipped. To get the functionality in the platform that I need I must “pretend” to have inventory by give all the products a stock level. If I use the integration it is going to create all those products in QB as tangible inventory that I do not have, so that is not an option.

I was planning on using a manual sales receipt to mirror transactions on the store and then when completed deposit the transaction in the “undeposited funds” account. Additionally, the payment processor that I use takes the merchant fee from the sale amount BEFORE depositing it into my account, this means no transactions that can be marked as merchant fees appearing on the bank account.

So the plan is to use a sales receipt where I can also account for the automatically calculated sales tax amount which is done on the cart, then I can account for any credit card, PayPal or Amazon Pay fees in the undeposited funds account and just transfer the amount to my checking account that really is deposited by all the processors. So that approach caters for all the issues I have apart from the sales receipt form wanting a “payment method”. The question is can I create or modify an existing payment method to use for this situation that basically says/means “its paid already, don’t worry about it”. Even if I create a custom method and choose “other”, on using it still asks for a credit card number. I just need a way to use sales receipt without it worrying about or trying to process a payment method.

Adrian_A · ‎March 07, 2021

Your idea works, kevinphp.

We can create a sales receipt and then have the payment to deposit to the Undeposited Funds account. Then, make sure to click the Save button and then select Sales Receipt at the upper-left part. This way, it won't send to anyone.

As for the payment method, since it's needed for the system to have an accurate recording of your transactions, we can create a dummy one. Let me guide you how:

On the Sales Receipt page, click the drop-down beside e-CHECK.
Click the Add New Payment Method option.
You can enter Dummy Payment Method as the Payment Method.
Select a Payment Type.
Click OK.

I've also included this reference when you're ready to transfer the payment to your bank account: Record and make bank deposits in QuickBooks Desktop.

I'll be around if there's anything that I can help. Keep safe!

Fiat Lux - ASIA · ‎March 07, 2021

@kevinphp

Unfortunately we have yet to find any connector for 3ddCart and QBD. You may prepare the Sales Receipts data with the following template

Customer

Transaction Date

RefNumber

Payment Method

Check Number

Class

Template Name

To Be Printed

Ship Date

BillTo Line1

BillTo Line2

BillTo Line3

BillTo Line4

BillTo City

BillTo State

BillTo PostalCode

BillTo Country

ShipTo Line1

ShipTo Line2

ShipTo Line3

ShipTo Line4

ShipTo City

ShipTo State

ShipTo PostalCode

ShipTo Country

Phone

Fax

Email

Contact Name

First Name

Last Name

Rep

Due Date

Ship Method

Customer Message

Memo

Cust. Tax Code

Item

Quantity

Description

Price

Deposit To

Is Pending

Item Line Class

Service Date

FOB

Customer Acct No

Sales Tax Item

To Be E-Mailed

Other

Other1

Other2

Unit of Measure

Currency

Exchange Rate

Sales Tax Code

Anne's Bakery

01/09/2020

100

Check

123

Y

#########

Anne's Bakery

One Harbor Street

Anytown

NY

12345

USA

Anne's Bakery

One Harbor Street

Anytown

NY

12345

USA

(123) 456-7890

Non

Cabinets

10

Cabinets

1000

Checking

Non

Anne's Bakery

01/09/2020

100

Check

123

Y

#########

Anne's Bakery

One Harbor Street

Anytown

NY

12345

USA

Anne's Bakery

One Harbor Street

Anytown

NY

12345

USA

(123) 456-7890

Non

Hardware

10

Hardware

50

Checking

Non

John's Barber Shope

02/09/2020

101

Check

89

Y

#########

John's Barber Shope

1 Main Street

Anytown

NY

12345

USA

John's Barber Shope

1 Main Street

Anytown

NY

12345

USA

(999) 888-8888

Non

Blueprints

1

Blueprints

500

Checking

Non

Main St Bank

03/09/2020

102

Check

18

N

#########

Main St Bank

1 State Street

Anytown

NY

12345

USA

Main St Bank

1 State Street

Anytown

NY

12345

USA

(888) 888-8888

Non

Door

1

Door

300

Checking

Non

then utilize one of these importer tools

https://transactionpro.grsm.io/qbd

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

julieball65 · ‎June 07, 2023

Reacurring Invoices have been generated along with reacurring sales receipts for cc and ACH payments. When the payments come thru from the client, it shows a for an example $100.00 instead of -$100. for payment. Its not connecting to the invoice. And it still shows Sales Receipt instead of payment.

AlcaeusF · ‎June 07, 2023

Hello Julie,

It seems like you've posted twice in this forum. My colleague has already shared a resolution regarding your concern. Please check out this link for your reference: https://quickbooks.intuit.com/learn-support/en-us/reports-and-accounting/re-sales-receipts-show-as-o....

If you still have other questions, please let us know anytime. The Community is always here to help. Keep safe.

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Sales Receipts or Invoices?