How to Conduct a Store Sale in QuickBooks

Learn how to efficiently conduct a store sale in QuickBooks on the "Store Customer" account.

10 May 2025 By Tim Moody

In this guide, we'll learn how to process a store sale using QuickBooks. The process involves creating a sales receipt, which combines the functions of an invoice and payment receipt. We'll explore how to select the appropriate bank account based on the payment method, whether it's a credit card, check, or cash. Additionally, we'll cover how to input items using shortcuts. By the end, you'll know how to efficiently record a store sale and update the "store customer" account.

Video Guide (more detailed): https://youtu.be/tn8h1Z4W_Ho

Example #1

Creating a Sales Receipt

To conduct a store sale, go to the customer center in QuickBooks. Type "store" and run a search. You will find the "store customer" account. Use this account for store sales.

We don't handle invoices or receive payments separately; both are combined in a sales receipt. To create a new sales receipt, go to New Transactions.

Step #1: Click on "New Transactions" — Click on "New Transactions"

Step #2: Click on "Sales Receipts" — Click on "Sales Receipts"

Choose the Bank Account

First, we choose where the money is going to get deposited. Are they paying with a credit card or a check? If so, it will go into the general operating fund. If they're paying with cash, it will go into camp cash. In our example, they will pay with a credit card, so we'll put it in the general operating fund.

Step #4: Select the bank account where the funds will be deposited. — Select the bank account where the funds will be deposited.

Choose the payment method

Here, you want to choose between cash, check, or credit card. They're paying with a credit card, so we'll select that option.

Step #5: Click on "CREDIT" — Click on "CREDIT"

Click "Done" on the next part. We are not entering any information where it asks us to. Just click "Done."

Step #6: Click on "Done" — Click on "Done"

Use a "Snippet" to do the rest 👀

Click on the Item field, and this is where the magic happens.

Look to your left on the wall. You'll see a printout listing all current items for sale, including the pre-tax amount, tax amount, and total. We've priced items to avoid needing change. You'll also see a shortcut on that list. These shortcuts are the "snippets." Type one of these to handle everything almost else about the sales receipt.

For example, if they're buying a mug, type "store:mug"

Type "store:mug"

A small form will appear. If they are purchasing only one, press the Enter key or click Insert. If they have more than one mug, choose this dropdown and select the number of mugs.

Press the Enter key or click Insert.

Step #11: Click on "Insert" — Click on "Insert"

Ensure the tax is correctly set to New York State sales tax ("NYS"). That's it.

Example #2 - Alternate Way of Using Snippets

Now, if they are purchasing another item also, proceed to the next line.

Press the microphone key on your keyboard. This is the green key in the top row, two keys to the right of the volume knob. When you press it, a list of your snippet shortcuts appears. You can scroll through the list or type, for example, "store."

It will display all the available options, and you can simply click one.

If someone is buying a T-shirt, you can click on "T-shirt" and then select "Insert Snippet."

Step #14: Click on "Insert snippet" — Click on "Insert snippet"

Now, do the same thing as before.

If I need to set the quantity to something other than 1, I can do so. Otherwise, I can just click Insert.

Step #15: Click on "Insert" — Click on "Insert"

The Memo Field

Then, on the lower left memo, type "store:memo"

Type "store:memo"

A form will pop up asking how they paid.

Step #18: Click on "CC Machine" — Click on "CC Machine"

Step #19: Click on "CC Machine" — Click on "CC Machine"

Step #20: Click on "Insert" — Click on "Insert"

Now you have your memo. You can save and close it.

Step #21: Click on "Save & Close" -- don't forget to ensure "TAX" is set to "NYS Sales Tax"(it always will be if using the "store customer" account) — Click on "Save & Close" -- **don't forget to ensure "TAX" is set to "NYS Sales Tax"**
(*it always will be if using the "store customer" account*)

You'll see your new store sale listed in the customer's account.

Step #22: That's it. You're done. — That's it. You're done.