FAQ: Sales Receipt Basics

Can I delete a draft sales receipt?

Yes. A draft receipt has no accounting impact, so you can discard it without affecting your books. Simply click the delete or discard button on the receipt. Once a receipt is confirmed, you cannot delete it—you would need to cancel or void it instead.

What's the difference between a sales receipt and an invoice?

A sales receipt is for immediate cash sales: you issue it after the customer has already paid. An invoice is for credit sales: you issue it before (or after) the customer promises to pay later. Invoices are used to track accounts receivable (money owed to you). Sales receipts record cash that is already in hand.

Can I issue a sales receipt for a customer I haven't entered into the system yet?

This depends on your setup. In some configurations, you can mark a sale as "walk-in" or "customer to be determined" and fill in details later. In others, you must have a customer record before creating a receipt. Ask your admin or check your system settings.

What happens if I overcharge a customer by mistake?

If you catch the error before confirming the receipt, simply edit the amount and resubmit. If you already confirmed the receipt and the customer paid, you have two options:

1. Issue a refund (credit note) for the overcharge amount.
2. Apply the overpayment as a credit toward the customer's next purchase.

Can I change the customer on a confirmed receipt?

No. Once a receipt is confirmed, the customer field is locked. If you entered the wrong customer, you must cancel the receipt and create a new one.

Do I have to record payment details on the receipt?

Yes. Every receipt must show how the customer paid (cash, card, check, etc.) and the amount. This is important for reconciling your bank deposits and tracking cash flow.

What if a customer wants an invoice instead of a receipt?

Some customers prefer a formal invoice for their records, even if they paid in cash. In that case:

1. Issue the receipt normally to record the cash sale.
2. Separately, create an invoice for the same transaction (marking it as paid) if your accounting or customer relationship requires it.

Ask your admin if this is common in your business; there may be a standard workflow for this situation.

Can I print or email a sales receipt?

Most systems allow you to print a receipt or generate a PDF for email. Look for a Print or Export button on the receipt page. If you need to customize the print format, contact your admin—they may need to adjust the print template.

What is the accounting impact of a confirmed receipt?

A confirmed receipt increases your cash account (or the payment account you specified) and records revenue or income. If there are line items with different accounts (e.g., pharmacy goods vs. services), each may post to a different revenue account. Tax is also recorded if applicable. Your accountant or system admin can explain the specific account postings for your business.

Can I refund part of a receipt?

Yes. You can issue a partial refund for returned goods or disputed charges. Create a refund transaction for the amount the customer is due back, and Usystems will adjust the receipt status and the customer's balance accordingly.

How do I search for a receipt I created weeks ago?

Go to Sales Receipts and use the search bar to filter by customer name, receipt number, or date range. You can also sort by date (oldest first or newest first) to browse. If you remember the customer name or approximate date, searching is usually faster than scrolling. Open in Usystems