Printing a cash purchase

You can print a cash purchase as a formatted receipt or document. This is useful for keeping physical records or providing proof of the purchase to the vendor.

Before you start

• The cash purchase must exist in Usystems and be in Draft or Posted status
• You need a printer or the ability to save as PDF
• Make sure the purchase is complete and accurate before printing—you can still edit draft purchases after printing, but changes won't appear on the already-printed version

Steps to print a cash purchase

1. Go to Cash Purchases and find the purchase you want to print

Open in Usystems

2. Open the purchase document

3. Look for the Print button or icon in the document header or action menu (often a printer icon or "Print" label)

4. Click Print

5. A preview or print dialog appears. Choose your printing method:

   • Send to a physical printer: Select your printer from the list and click Print
   • Save as PDF: Select "Save as PDF" or a similar option to download the file to your computer

6. If printing to paper, your printer will produce a formatted receipt showing items, quantities, prices, and totals

7. If saving as PDF, the file is downloaded. You can email it, store it, or print it later.

What information appears on the printout

The print template shows:

• Vendor name and contact details
• Purchase date and reference number
• Item list — product names, quantities, unit prices, and line totals
• Totals — subtotal, any taxes or fees, and the grand total
• Your company details (name, address, contact info)
• Notes or terms — if you added any

The exact layout depends on the print template your admin has set up.

Customizing the printed layout

If you don't like the current print template or want a different layout:

1. Go to Settings → Print Templates

Open in Usystems

2. Find the cash purchase template
3. Edit it to change fonts, logos, fields, or layout
4. Save and test with a print preview

See the article "Choosing and customizing the cash purchase print template" for more details.

Printing multiple copies

1. When the print dialog appears, set the Number of Copies field to how many you need
2. Click Print to send all copies to your printer

Printing after editing

If you edit a draft purchase and then print it, the printout reflects the latest changes. If you edit a posted purchase (which is limited), the printout still shows the latest notes but reflects the locked line items from when it was posted.

Tips & common mistakes

• Print before filing away the purchase. It's easier to print right away than to search for it months later.
• Save a PDF copy. For record-keeping, a PDF copy in your computer is safer than relying on a physical printed page.
• Check the vendor's address. Make sure the print template includes the vendor's correct address before sending it to them.
• Use the right template. Some organizations have multiple print templates. Verify you're using the cash purchase version, not another document type.