Sales & Invoicing

Sales Receipt fields explained

A complete guide to the fields on a sales receipt and what each one means.

Jul 11, 2026

When you create or view a sales receipt, you'll see several fields and sections. Here's what each one means and how to fill it in.

Header fields (receipt metadata)

Field	What it is	Required?	Notes
Receipt number	The unique identifier for this receipt (e.g., SR-00001).	Usually auto-filled	System-assigned or manual, depending on your numbering scheme.
Date	The date the sale occurred (today's date by default).	Yes	Use to record the actual sale date, not when you typed the receipt.
Customer	The person or business buying the goods/services.	Yes	Search by name or code. If a repeat customer, they may already be in the system.
Status	Draft, Confirmed, Delivered, Refunded, or Cancelled.	Auto-set	Changes as you confirm, deliver, or refund the receipt.
Notes	Internal memo or special instructions (visible to staff, not the customer).	No	Useful for delivery notes, gift wrapping, or special requests.

Field	What it is	Required?	Notes
Product/Service	The item being sold (e.g., "Paracetamol 500mg" or "Haircut").	Yes	Search by name or code. Must exist in your product catalog.
Description	Optional longer text about the item.	No	Pre-filled from the product; you can edit per-receipt.
Quantity	How many units are being sold.	Yes	Use decimal quantities for fractional items (e.g., 2.5 liters).
Unit	The measurement unit (e.g., tablets, bottles, hours, services).	Auto-filled	Defined in your product master data.
Unit Price	The price per unit before discounts or tax.	Yes	Auto-filled from the product's standard price; can be overridden per receipt.
Discount	A per-line reduction in price (amount or percentage).	No	Subtracted from the line subtotal. Example: 10% off, or 100 Afs off.
Line Total	Quantity × Unit Price − Discount.	Auto-calculated	Shows the subtotal for this line after discount.

Field	What it is	How it's calculated
Subtotal	Sum of all line items before tax and document-level discounts.	Sum of all Line Totals.
Document Discount	An optional discount applied to the entire receipt (amount or percentage).	Subtracted from the Subtotal.
Subtotal after discount	Subtotal − Document Discount.	Intermediate step for tax calculation.
Tax	Sales tax or VAT applied to the receipt.	Calculated on Subtotal after discount, or per line if configured.
Total	The final amount the customer pays.	Subtotal + Tax − Any Advances (if applicable).

Field	What it is	Required?	Notes
Payment method	Cash, card, check, mobile payment, or other.	Yes	Determines the account into which money is deposited.
Amount paid	How much cash or credit the customer gave.	Yes	Should equal the Total (or greater if making change).
Change	If Amount paid exceeds Total, the change due to the customer.	Auto-calculated	Only relevant for cash sales.
Payment account	Where the money is recorded (e.g., "Cash in Register," "Bank Account").	Usually auto-filled	Depends on the payment method selected.
Reference	A check number, card authorization code, or other payment reference.	No	Useful for reconciliation and audits.

Field	What it is	Notes
Warehouse	The location where items are issued from.	If you have multiple warehouses, specify which one supplies this sale.
Currency	The currency of the receipt (e.g., AFN, USD).	Auto-filled based on your default; can override per receipt.
Exchange rate	If the receipt is in a foreign currency, the rate used to convert to your base currency.	Auto-filled or manual.
Due date	Typically not used for sales receipts (payment is immediate), but may appear if your setup allows deferred cash sales.	Leave blank for cash sales.

All required fields must be filled before you can confirm a receipt.
Line items: each receipt must have at least one product or service.
Total must match payment: the Total amount due should equal the Amount paid (or be less if you're issuing a refund).
Edit before confirming: once a receipt is confirmed, most fields are locked. If you need to change something, cancel and recreate the receipt.

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