Category Archives: QuickBooks

How to use QuickBooks Sales Receipt as an internal maintenance service note?

Generally, we use QuickBooks Sales Receipt to record Cash Sales transaction or charitable organisation using it as a donation receipt. However, for those who are in rental services (renting out equipment or facilities such as a conference room, studio, etc.) or chartering service (bus, car, boat, etc.) may use Sales Receipt feature to record the part used in serving the equipment or facilities. For example, you may change the worn out seat belt or car seat on the chartered bus. In this case, seat belt and car seat are your service part which you used it internally to maintain your asset.

Create the service parts as an inventory item, so when the item purchased it will debit the inventory asset of the maintenance part and credit the accounts payable or bank account.

Then, use the QuickBooks Sales Receipt (you can rename the form as ‘Service Note’ or something which relevant to your business) to record the part used on the equipment. The customer name on the receipt can be the equipment/asset name or vehicle number, which depending on businesses. Next, use those service part which you have purchased in the detail line with $0.00 selling price.

QuickBooks Sales Receipt

Assuming the cost of the part used is $1,000, then the double entry of the sales receipt will:

Debit Accounts Receivable 0.00
Debit Cost of Good Sold (or your prefered expense account) 1,000

Credit Sales 0.00
Credit Inventory Asset of the maintenance part 1,000

You can print an Inventory Valuation Detail report to check the transaction history of the part. Inventory Valuation Detail report is like a stock card where you can see the in/out of an item.

QuickBooks Inventory Detail Report

Next, print a Sales by Customer Report, which you can customise the report to something like ‘Service Parts Used by Machine’, to find out the items used on each machine (or vehicle).

QuickBooks Sales by Customer Detail

QuickBooks is a simple yet feature-rich accounting system for small businesses.

QuickBooks Desktop 2019 has launched, contact us if you like to upgrade your system.

 

QuickBooks Desktop 2019 is now available!

Intuit QuickBooks Desktop 2019 Premier features include:

  • Invoice Tracker
    Improve your cash flow by tracking invoice status at a glance.
  • Convert to cheque
    View unpaid bills from a vendor to manage payments.
  • Transfer Credits
    Transfer customer credit across jobs quickly and easily.
  • Easily manage inventory items
    Locate items and view inventory related tasks in QuickBooks Inventory Centre.
  • Track your balance sheet by class
    Use this built-in, easy-to-access report to track financial data separately by location, department, or profit centre.
  • Bill clients progressively
    Track and bill clients by time and material, job phase, or percentage completion, it’s your choice.

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QuickBooks foreign currency transaction

Software: Intuit Quickbooks Desktop accounting system

In QuickBooks, only bank, accounts receivable, accounts payable, and the credit card accounts have the multiple currencies option.

After turning on the multiple currencies feature in QuickBooks, you have to set the trading currency in each debtor or creditor profile. So, the related transaction will record in foreign currency.

QuickBooks multiple currency

By default, the foreign currency transaction will pick up the exchange rate from the currency table; however, you can change the exchange rate to match the GST in Singapore dollar which shows on the foreign currency bill.

Local Supplier who billed you in foreign currency has to show the amount before GST, GST, and the amount inclusive of GST in Singapore dollar equivalent. You have to follow the exchange rate shown on the bill instead of the system exchange rate, so to claim the input tax correctly.

For example, your system exchange rate is 1USD:1.3500SGD. You received a US dollar bill from a local supplier shows a GST of US$700 (S$947.10 Singapore dollar equivalent). Then, you record the bill at 1USD:1.3530SGD instead of the system exchange rate. It affects the GST amount in Singapore dollar if using the system exchange rate instead.

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