Record a direct sale (daily sales totals)

What this does

Records money you took without an invoice, for example a day’s takings at a market, a food truck’s daily total, or a counter sale. You enter the total before tax and add its taxes and fees. Sales count as revenue in Reports (“Direct sales”).

Sales are recorded on a customer. If you sell to the public, make one customer for it (for example “Walk-in sales” or “Farmers market”) and record each day’s total there.

Before you start

You need the Record & edit sales permission (owners, admins and managers by default; staff too).

Steps

1. Open the customer and click the Sales tab.
2. Click Record sale.
3. Fill in:
   • Date (required): today to start with.
   • Total sales (pre-tax) (required), and the currency (CAD or USD).
   • Project (optional): one of this customer’s projects.
   • Description (optional), for example “Saturday market”.
4. Under Taxes & fees:
   • Pick from Add from tax rates… (for example GST (5%)). The amount is worked out from the sales total for you.
   • Or click Add row and type a name and amount yourself, for example a “Bag fee”. Fees are added to the total; a row left completely empty is ignored.
   • Remove a row with the x.
5. Check the Total and click Record sale.

What happens next

• The sale is listed by date, with totals for Sales (pre-tax), Taxes & fees and Total for the period. Use Period to choose the dates.
• Click a sale to see its breakdown, with Edit and Delete.
• With QuickBooks Sync, sales go to QuickBooks as sales receipts. A tax picked from your tax rates keeps its tax code there; a row you typed goes over as its own line.

If something goes wrong

• “Tax/fee row … is missing a name”: give the row a name, or remove it.
• “Value must be greater than or equal to 0.” (your browser’s message, on the amount box) or “…needs a valid amount”: a fee can’t be negative.

Related articles

• Tour of a customer’s page
• Reports
• Tax rates