FAQ: Creating Sales Receipts

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

A sales receipt is for immediate payment (cash, card, or check). The customer pays at the point of sale, and the cash account is updated right away. An invoice is for credit sales, where the customer pays later and a receivable balance is created. Choose a sales receipt when the customer is paying on the spot; choose an invoice when they're paying later.

Can I sell to a customer I don't have in the system?

Yes. You can leave the Customer field blank and sell to a walk-in customer without creating a customer account. This is useful for retail or one-time sales. However, if the same customer comes back regularly, creating a customer account lets you track their purchase history and apply customer-specific discounts.

What happens if I select the wrong warehouse?

The inventory will be deducted from the warehouse you selected. If you realize the mistake before saving, you can change the warehouse on the form. If you've already saved the receipt with the wrong warehouse, contact your administrator — you may need to reverse the receipt and create a new one with the correct warehouse.

Can I change the price on a line item?

Yes. The system defaults to the product's list price, but you can override it for a single receipt. Simply clear the Unit Price field and enter the new price. This does not affect the product's master price — only this receipt uses the custom price.

Do I have to select a warehouse?

Only if you're selling products from inventory. If your business only sells services or doesn't track inventory, the warehouse field may not be required. Check your system settings or ask your administrator.

What if I make a mistake and save the receipt?

After saving, you can edit the receipt if your permissions allow. Open the receipt, make the corrections, and save again. If you can't edit it or the change is substantial, you may need to reverse the receipt (create a reversing entry) and create a new one. Contact your administrator for guidance.

How do I record a discount on a sales receipt?

The system typically allows discounts at the line level (per item) or at the document level (on the whole receipt). Look for a Discount field on individual lines or at the footer. Enter the discount amount or percentage, and the total will recalculate. If you can't find the discount field, check whether discounts are enabled in your system.

Can I print the sales receipt?

Yes. After saving, open the receipt and look for a Print button or option. This will open a printable version you can send to the customer or keep for your records. Your print template determines what appears on the printed receipt (customer details, line items, memo, total, etc.).

What should I do if the customer's currency is different from mine?

Select the customer's currency in the Currency field when creating the receipt. Usystems will automatically convert the amounts to your base currency using the exchange rate. You can review and override the exchange rate if needed before saving.

Can I create multiple receipts for the same customer on the same day?

Yes. Each receipt is a separate transaction. If the customer makes multiple purchases or multiple payments on the same day, create a separate receipt for each one. This gives you a clearer audit trail and makes reconciliation easier.

What if I need to add more items after I've saved the receipt?

Open the saved receipt and click Edit. Add the new line items and save again. Some systems may not allow editing after a certain status; if you can't edit, you may need to create a new receipt for the additional items.