FAQ: Choosing the Right Document

FAQ: Choosing the Right Document

Can I change a document type after I create it?

No. Once you create an invoice, receipt, or order, you cannot change its type. If you create the wrong document, delete it and start over. Always double-check before saving.

What if a customer pays me after I already made a receipt?

If you recorded a sales receipt (cash sale) but the customer did not actually pay on the spot, you made a mistake. Delete the receipt and create an invoice instead. The invoice will show the debt until the customer pays.

Can a sales order become an invoice?

Yes. When you deliver goods or services from a sales order, you can convert it to an invoice (or receipt) in Usystems. This closes the order and records the actual sale.

Go to Sales Orders Open in Usystems, open the order, and follow the option to create an invoice.

What if I deliver part of an order?

Create an invoice (or receipt) for the quantity you delivered. The remaining quantity stays on the sales order. You can invoice the rest when you deliver it.

Should every sale have an invoice or receipt?

Yes. Every sale—whether on credit or for cash—must be recorded in your books. Use an invoice for credit sales and a receipt for cash sales. This is required for accurate accounting and tax compliance.

What if a customer buys on credit but pays immediately?

Record it as it actually happens. If they pay right away, use a sales receipt. If they take the goods now and pay later (even if "later" is the same day but in a separate transaction), use an invoice. The distinction matters for your cash-flow tracking.

Do I need to print or email documents?

Usystems lets you view documents on screen. You can print them if your customer needs a paper copy, but it is not required. What matters is that the sale is recorded in your books.

Can multiple customers be on one invoice?

No. Each invoice is for one customer. If you make multiple sales in one day, create a separate invoice (or receipt) for each customer.