Editing a sales receipt: what changes are allowed

Once a sales receipt is saved, some fields can be edited and some cannot. This protects the accuracy of your financial records while allowing corrections for mistakes. Understanding these rules helps you avoid errors and know when to refund or delete instead of editing.

Which fields can you edit?

You can safely edit:

• Customer/contact – Change who the receipt is for (useful if entered incorrectly)
• Notes and memos – Add or update internal or customer-facing notes
• Print template – Change which template is used for printing (does not affect the saved transaction)
• Tags – Add, remove, or update tags for organization

You cannot edit:

• Date – The transaction date is locked to prevent period mismatches
• Line items (quantities or prices) – Item amounts cannot be changed once saved
• Warehouse/location – The inventory location is locked
• Tax and discounts – Totals and tax amounts cannot be adjusted
• Paid/unpaid status – Once marked as paid, you cannot modify the payment status

How to edit a sales receipt

1. Go to Invoices → View all sales receipts
   Open in Usystems

2. Find and click the receipt you want to edit.

3. On the receipt detail page, look for an Edit button or pencil icon.

4. Update the allowed fields (customer, notes, tags, template).

5. Click Save.

What if you need to change a line item?

If a quantity or price is wrong, you cannot edit it directly. Instead:

1. For quantity errors: Create a refund for the incorrect amount, then create a new receipt with the correct quantity.
2. For price errors: Delete the receipt if it has no payments or refunds, then create a new one. Or refund the difference to the customer.
3. For the wrong customer: You can change the customer field if it was entered by mistake. However, if payments have already been made, contact your accounting team before reassigning the receipt.

What if you need to change the date?

Dates cannot be edited once saved. If the date is wrong:

1. Take note of the incorrect date (for your records).
2. Refund the entire receipt.
3. Create a new receipt with the correct date and same customer/items.

This ensures that each receipt stays in its correct accounting period.

Tips & common mistakes

• Edit early. Make corrections to notes and customer info as soon as you notice the error, before payments are processed.
• Check permissions. You may need accounting or management permissions to edit receipts.
• Use notes for clarification. If there's a story behind the receipt (e.g., a price override or special circumstance), add it to the notes so future users understand the context.
• Don't force edits. If you find yourself trying to change core fields (items, date, amount), it is usually better to refund and recreate than to try to circumvent the rules.