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Level 1

Steps for creating and finalizing a sales order for an accounts receivable customer.

I have QB POS 18 and the QB Desktop Pro 2017 accounting software. We do both retail and services. Some of our customers are accounts receivable/net 30 accounts. What is the proper steps for creating a sales order for services or merchandise on POS, using "charge" for payment, then having it add the balance to the customers account in my accounting software during end of day sync? Thanks for any help, I am new to POS and this issue is preventing me from deploying the system for use at our front counter.

1 Comment
QuickBooks Team

We're glad you decided to use QuickBooks Point of Sale an...

We're glad you decided to use QuickBooks Point of Sale and Desktop to help run your business, hollandphotobrian.

Thanks for sharing an on-point details about what you are trying to accomplish in QuickBooks Point of Sale. I can show you the ways on how to record this transaction in both programs. 

The process of creating sales order in POS works the same way with layaway and work orders. Though these documents have specific uses, their procedural steps are the same. 

Here's how:

  1. Select New for the appropriate order type from the Point of Sale menu.
  2. In the Enter Item(s) field, scan or type in the item information to list the merchandise or service items ordered.
  3. Scan the bar code from the item tag, and Type an item identifier. Then, press Enter.
  4. Type the first few letters of the item's description, then select an item from the list by clicking or touching it.
  5. If no matching item is found, click the Find icon or press <Enter> to open the Find Item window.
  6. (Optional) Edit individual item information, such as quantity, price, tax code, and discounts.
  7. Elect a Customer, then enter other necessary information.
  8. Select Deposit/Payment from the I Want To menu to take a deposit on the order.
  9. Choose Save.

You can then convert the sales order to a sales receipt, and use the Charge to an account option as the Payment Method. Check out these steps to guide you through:

  1. Go to Open Sales Order, then select Sell Items.
  2. In the Make a Payment window, choose Charge to an account.
  3. (Optional) Set a credit limit for the customer. 
  4. Click Save.

During end of day sync,you'll need to perform the Financial Exchange process to share your data to QuickBooks Desktop. The sales receipt you've created in POS will automatically be converted into an invoice in QBDT. Thus, increases the Account Receivables account amount for a specific customer. 

Refer to these steps on how you can initiate a Financial Exchange:

  1. On the QuickBooks Desktop Point of Sale Server Workstation, choose Point of Sale, then click End of Day Procedure.
  2. Ensure that the Exchange data with QuickBooks check-box is selected in the End of Day window.
  3. Choose other End of Day options, as desired.
  4. Click OK.

If you wish to learn more about it, take a look at the article below:

Financial Exchange Overview

Also, feel free to visit the Help content within your QBPOS software if you have additional questions. 

Please update me on how things go. I am always a comment away. Have a great day!

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