Why don't my Sales Receipts offer me the income accounts from my Chart of Accounts?

MortonVisuals · ‎January 08, 2023

When I create an Invoice I can select an income category for the product/service being sold. When I create a Sales Receipt it's only allowing me to choose Product or Service -- but none of the specific products or services in my Chart of Accounts. What am I missing..?

Giovann_G · ‎January 08, 2023

Hello, MortonVisuals.

The income category for the products and services sold is an internal account that doesn't shown when creating an invoice or sales receipt. If the products or services doesn't appear in the Chart of Accounts, they may be inactive.

Let's start by looking over your Product and Services list for any inactive items. Then, navigate to the Chart of Accounts and check the Include inactive box to see the entire list of accounts.

Here's how:

Go to Sales menu or click the Gear icon, then select Products and services.
Hit the Funnel icon dropdown, then choose All from the Status dropdown.
Click the Apply button.
Check for the products or services that doesn't show when you create a sales receipt.
Select the Make active button to add it again.

After that, let go to the Accounting menu to check for inactive accounts.

Here's how:

Go to the Accounting menu, then select Chart of accounts.
Click the Gear icon.
Ensure the Include inactive box is selected.

After that, you'll see all accounts, including the ones that are inactive.

If the issue persists, you can perform some troubleshooting procedure since you might have experience some cache issue cause by too much outdated files stored on your browser. Start with accessing your account using an incognito window. Use the shortcut keys below:

Google Chrome, press CTRL + Shift + N
Mozilla Firefox: press CTRL + Shift + P
Safari: press Command + Shift + N

If you were successful by following the steps above, return to your usual browser and clear the cache. If everything else fails, I recommend switching to a different supported browser.

In addition, I've also added this article if you want to personalize your sales forms to display only specific info that matters most to your business: Customize invoices, estimates, and sales receipts in QuickBooks Online.

I'm always here to help you if you have further questions or concerns. Have a great day.

View solution in original post

Giovann_G · ‎January 08, 2023

Hello, MortonVisuals.

The income category for the products and services sold is an internal account that doesn't shown when creating an invoice or sales receipt. If the products or services doesn't appear in the Chart of Accounts, they may be inactive.

Let's start by looking over your Product and Services list for any inactive items. Then, navigate to the Chart of Accounts and check the Include inactive box to see the entire list of accounts.

Here's how:

Go to Sales menu or click the Gear icon, then select Products and services.
Hit the Funnel icon dropdown, then choose All from the Status dropdown.
Click the Apply button.
Check for the products or services that doesn't show when you create a sales receipt.
Select the Make active button to add it again.

After that, let go to the Accounting menu to check for inactive accounts.

Here's how:

Go to the Accounting menu, then select Chart of accounts.
Click the Gear icon.
Ensure the Include inactive box is selected.

After that, you'll see all accounts, including the ones that are inactive.

If the issue persists, you can perform some troubleshooting procedure since you might have experience some cache issue cause by too much outdated files stored on your browser. Start with accessing your account using an incognito window. Use the shortcut keys below:

Google Chrome, press CTRL + Shift + N
Mozilla Firefox: press CTRL + Shift + P
Safari: press Command + Shift + N

If you were successful by following the steps above, return to your usual browser and clear the cache. If everything else fails, I recommend switching to a different supported browser.

In addition, I've also added this article if you want to personalize your sales forms to display only specific info that matters most to your business: Customize invoices, estimates, and sales receipts in QuickBooks Online.

I'm always here to help you if you have further questions or concerns. Have a great day.

MortonVisuals · ‎January 08, 2023

Yes, it looks like my issue is that I had the categories in my Chart of Accounts (from my previous software) but not under Products & Services. So nothing was populating from the dropdown when I was creating my receipt. I've since added my main services to the P&S tab, so they are showing up. I guess I need to delete those items from my Chart of Accounts now..?

DHeraV · ‎January 08, 2023

Let me chime in and provide you with some information, @MortonVisuals,

Yes, you need to delete and recreate the items to isolate/refresh the item's income account setup.

When recreating the service items, make sure to select the correct income account under your Chart of Accounts. It is to ensure that you can track your sales accurately.

You can also simply change the income account for your items by following these steps:

1. Go to Settings ⚙ and select Products and services.
2. From the Action column of the appropriate item, select Edit.
3. From the Income account▼ dropdown, choose the account you want to use. Note: Can't see the account? Make sure the account's detail type is Sales of Product Income.
4. Select Save and close.

For detailed information, kindly visit: Change the account for a product/service item.

I'll also include this article you can read if you want to learn how to see your best sellers, what's on hand, the cost of goods, and more: Use reports to see your sales and inventory status.

Let us know if you require further assistance with managing your products and service items in QBO. The Community team always has your back. Have a great day!

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Why don't my Sales Receipts offer me the income accounts from my Chart of Accounts?