Level 3

Template of a Sales Receipt or General Journal for entering daily sales at a restaurant.

I can't find anywhere in here about how to set up a sales receipt template for a restaurant off of the report that prints out from Restaurant Pro, Daily Sales.  On this report I need to figure out how to put the following items in order.






SERVICE CHARGE (which is the tips)  This is all on one column on the report.


Then there is CASH MINUS PAYOUTS AND TIPS (I enter all the cash to cash draw to do payouts, and I pay out the tips from the drawer)


Cash to be deposited  - if there is any


Then all the payments from credit cards.


Then the problem is a box on the bottom middle of the report that has a bunch of discounts.

Like, Food Comp, Beer/Wine comp/ Employee $, Employee%, etc...


We use Restaurant Pro for now.  Can anyone help???


QuickBooks Team


Thanks for dropping by the QuickBooks Community, Angel11-72.

I'm happy to help point you in the right direction about creating a sales receipt template for your daily sales.


QuickBooks Desktop allows you to manage, download, and customize templates for your sales forms. However, we are not able to modify the template according to the order of items you mentioned above.


For this reason, I suggest using a third-party application. You can explore more options from our Intuit Marketplace. This is a one-stop shop where you'll find apps that integrate with QuickBooks Desktop.

To narrow down your search, browse the application per category or just enter a keyword in the search field.

If you have additional questions about handling transactions in QuickBooks, post a comment below. I’ll get back to assist you further. Wishing you continued success.


Level 3


Ok, I'm not sure if I explained it right.  So I'm going to attach a report from the pos system that I have to work from.  If someone could show me how to set this up so I can include all of the discounts that would be great.  If not could you just show me how to enter this all.  Basically I need help building a template.  

Level 3


Do a Web search for:

     QuickBooks enter "daily sales summary"

Here's one example of the search hits you'll get:



QuickBooks Team


Hi there, Angel11-72.


I'd be happy to help you set this up and enter all of these details on the sales receipt.


I appreciate the screenshot. Based on this, we could set up everything you mentioned on your original post, including the discount, items. Doing that will allow you to add all of them on the sales receipt.


However, for the sales tax, we'll need to activate this in the Preferences window first before setting it up. The following steps below will guide you through the entire process from setting these items to creating the sales receipt:



To activate the sales tax item

  1. From the Edit menu, choose Preferences.
  2. In the Preferences window, select Sales Tax in the left navigation menu.
  3. Go to the Company Preferences tab.
  4. Select Yes.
  5. Click Add sales tax item.
  6. In the New Item window, enter the following information:
    - Sales Tax Name: Enter the appropriate name for this sales tax.
    - Tax Rate (%): Enter the correct tax rate.
    - Tax Agency: Choose the appropriate option from the drop-down menu.
  7. Click OK twice.

To set up sales items

  1. From the Lists menu, choose Item List.
  2. Click the Item drop-down button at the bottom left corner of the screen, then select New. You can also press Ctrl + N.
  3. From the Type drop-down menu, choose the appropriate option.
  4. Name the account accordingly.
  5. From the Account drop-down menu, select the appropriate account.
  6. Click OK and repeat these steps for the other items, such as the Sales, Liquor, Wine, Cooler Sales, Other Sales, and the Discount.

To create the sales receipt

  1. From the Customers menu, choose Enter Sales Receipts.
  2. Select the correct customer from the Customer:Job drop-down menu.
  3. Enter all the items that needs to be in these transaction,
  4. From the Tax drop-down menu, choose the correct Sales Tax item.
  5. Click Save & Close.

I'm also including these helpful articles for your reference and for additional insight:

I know you've got this, but please keep in touch if you need more help with this. I want to make sure you're taken care of. Have a great day!

Level 15




Please Learn from this input. You do Not want to enable Sales Taxes per your guidance here: "However, for the sales tax, we'll need to activate this in the Preferences window first before setting it up."


The QB user already has a system that is handling Sales Taxes. Two Systems never compute the same.




The Article provided by @FTech Explains how to handle everything from your Z-out tape, including Sales Taxes. You want to enter the amounts that you already have been given from the Source report. You don't want two computer systems debating which Sales tax is the right amount. For a Separate POS, sales tax in QB is treated as a manual Liability account activity. Not as Sales Tax Funcitonality.

Level 3



Here is the daily sales report which is exactly like the z report but in different orders.  When I enter the discount that are in the lower middle section it makes the Daily Sales reports off.

QuickBooks Team


Hello there, @Angel11-72.


Allow me to chime in and share some more insights about customizing your transaction templates.


You can customize your printed documents, labels, packing slips, and tags using the Print Designer:

  1. Click the File menu.
  2. Select Tools.
  3. Choose Print Designer.
  4. Choose a document type, then look for an available template that best fit your document preference.
  5. Select Modify and click the section you’re working on to activate.
  6. Choose Properties to apply Template Properties changes.
  7. Click Add to include additional Data Field, Text label, Store Logo or Graphic Line.
  8. Select Preview to see how your changes appear.
  9. Once you're done, select Save.

That should help you change the format of your transaction, Angel11-72. For additional help, you may also reach out to our phone support. Our contact details can be found here along with our opening hours:

  1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
  2. Choose your QuickBooks Product.
  3. Select your QuickBooks version.
  4. On the Contact Us page, click a topic.
  5. Click on the Get Phone Number button to see the support number.

Let me know if you have follow up concerns. I'd be happy to provide answers and help. Have a wonderful day!

Level 3


I give up.  I know how to design the sales receipt, I'm ok with the taxes, I know how to make a template.  I just need to know how to include all the discounts so it does not throw off my sales report.  Or do I do a journal entry with all of the Discounts, Food Comp, wine/beer comp, etc)


I want it to match the sales report that come out of the POS system. 



Hello Angel,


Before you can add the discount on the sales receipt, you'll need to create first a discount item:

  1. Select Lists at the top menu and click Item List.
  2. Click the Item button and select New.
  3. Choose the item type and enter the item details. I'd recommend reaching out to your accountant on how to set up the item.
  4. Click OK.

Then, go back to the sales receipt and add the item.


As always, I'd recommend asking your accountant whether you'll need to create the discount item or journal entry. They know what's best for your books.


Let me know if you have other concerns.

Level 3



Ok, last try. Where do I enter these?  In the sales receipt or just an entry ? I added just the part I need help with.

QuickBooks Team


Hi there, @Angel11-72.


I'm here to help share additional information about discounts in QuickBooks Desktop (QBDT).


Have you tried following the steps provided by my colleague JamesDuanT? As mentioned, you can create a discount item and add the discount item created on the sales receipt.


However, you can always consult a professional accountant for the best way to record the transactions.


You can also get in touch with our QuickBooks Support Team if you need further assistance. For the support contact information:

  1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
  2. Choose your QuickBooks Product.
  3. Select your QuickBooks version.
  4. On the Contact Us page, click a topic.
  5. Click on the Get Phone Number button to see the support number.

Stay in touch if you have any other QuickBooks concerns, I'm always here to help. Have a wonderful day!

Level 15




Please Learn from this input; desktop doesn't have Print Designer and this is not an issue of Design.


There is Nothing about a Template in this discussion. It is the Use of the sales receipt to enter all data per where it needs to flow.





It really would help if the Intuit people would also Learn from that article that was linked by FTech; that is the Best Article for doing this with QB Desktop.


There is No Use for a Discount Item Type; that item Type needs to compute on items above it, in QB. This person has the Source Info already. They simply enter Positives and Negatives. Example:

Sales of Food positive

Sales of Food Negative <== for Comps or No Pay customer amounts

Both Service Items link to the same Income account




You can set up as many similar items as you want, so that the entry of the Z Out turns into a routine clerical task. Example
Sales of Food positive

Comped food "enter as negative" <== Name it and Prompt your clerk


And now you link Sales to one Sales account and "Comps" to a different Income account used only for negative (contra-accounting).


Just take it Line by Line. Basic Example:


Service Item for Sales <== links to Income, enter Positive, as Gross sales)

Or, break it out by Food and Bev Non-alcoholic and Alcohol. You set up what meets your needs, to match the Z out and for any required reporting.

Service item(s) or Other Charge Type Items for Sales reduction, such as Comp, and emp meals, as various negatives posting to income account(s).

Other activities, such as Tips Liability

Sales tax Other Charge Item as Liability


Right here, you typically includes the Over/Short item for adjusting if Funds doesn't match Sales + tips, which is linked to Income or Expense. You are not adjusting the Funds. You are adjusting Sales.


Then, you will have Payment Methods which will be Payment Items as Negatives: cash, Checks, Credit Card Charges. These are needed to be able to match Settlement of the funds, flowing to Bank in QB, to Undeposited Funds, etc.


It ends at 0, because everything is supposed to have been accounted for.


And make one with .01 in every field, positive and negative and Memorize it. Now, for each date you get the Z out, you open the Memorized Transactions list, you Double-Click that Daily Sales Summary, fill it in for that date and Save it; It's a Worksheet.

Level 3


@Angelyn_T      I LOVE YOU!  Thank you so much.  So just because it says total discounts it really isn't, it's a contra account.  I already did January.  Actually I'm almost done with it.  So could I go back and do journal entries for the month.  (after I set the accounts as income)

QuickBooks Team


Pleased to hear again from you, @Angel11-72.


Allow me to join in this conversation to share additional details on how you can record your sales by creating a journal entry.


Yes, you can continue creating the journal entry. However, for a more accurate and detailed recordings it would be best to enter the discounts as a regular item on each transaction.


For you to be guided properly on the route to take in recording your discounts and sales receipt, I'd recommend you consult with your accountant.


Fill me in if you have other questions about tracking your Accounts Receivables in QuickBooks Desktop. I'm always here to lend a hand.

View solution in original post

Level 3


juVielL    I'm so proud of myself.  I got it to work.  Yeah!!!  With the help you guys and gals.  I already entered last months the way I ususally do, without the discounts.  But I'll do a journal entry for just January.  Then I'll use my new sales receipt template.  Thanks everyone.



Level 15




If you want to use JE, instead, then you Won't Use the Daily Sales Summary. You just stated this: "So could I go back and do journal entries for the month.  (after I set the accounts as income)"


Don't do Both.


That Blog explains why to avoid JE for all of this, and why Sales Receipt as a worksheet, is a better method.

QuickBooks Team


Delighted to hear everything works on your end, @Angel11-72.


Managing a business is busy enough. Our goal is to make it faster and easier for small business owners to track their transactions, so we’re happy that our software is doing that for you.


By the way, if there are any accounting and bookkeeping features you haven’t tried yet, these articles will come in handy: QuickBooks Community Help Articles.


This will get you on the right track managing your transactions. Have a great day ahead!

Level 3


No, I'm not doing both.  I'm just saying next month I will start using my new template.  But last month I have already entered them in using my older template.  I'm not going back and redoing 31 days worth again.  That's why I wanted to enter a GJ entry for January.

Level 10


Here is one example on how to set up template for "Daily Sales Summary" in QuickBooks Online (QBO):


Recording Daily Sales – Restaurants, Retail Stores, POS Cash Register, Sales Template


Hope this helps!