Creating a sales receipt

A sales receipt is a document that records the sale of goods or services paid immediately in cash or by card. Unlike an invoice, which represents credit (the customer will pay later), a receipt captures a same-day transaction and updates your cash account immediately. Creating a sales receipt in Usystems records the sale, updates your accounts and inventory, and generates a document for the customer.

Before you start

• You must have permission to create sales receipts (contact your administrator if you don't).
• You need at least one customer or you can sell to a walk-in customer (no customer selected).
• If you're selling products from inventory, verify the items are set up and have stock available.
• Know the items (products or services), quantities, and prices you're selling.
• Ensure the cash or card account that will receive payment is set up.

Steps

1. Go to Sales Receipts → New Receipt Open in Usystems

2. Select the customer (or leave blank to sell to a walk-in customer; see "Selling to a one-time / walk-in customer" for details).

3. Add the line items:

   • Click Add line to insert each product or service.
   • Enter the quantity and unit (e.g., pieces, kg, hours).
   • The unit price will default from the product's list; adjust if needed for this sale.

4. Fill in the receipt header details: date, memo (optional), and currency if needed (see "Dates, memo and other header details" for guidance).

5. Choose the warehouse if you're selling from inventory (see "Choosing the warehouse on a sales receipt" for details).

6. Select the cash or card account that will receive the payment (see "Choosing the cash and receivable accounts" for details).

7. Review the totals and confirm the items are correct.

8. Click Save to record the receipt. The system will assign a receipt number and immediately update your cash account.

Accounting impact

When you create and save a sales receipt:

• Sales revenue is credited (increased) in your income account.
• Cash or card account is debited (increased) — the money is received immediately.
• If the items are from inventory, the cost of goods sold is recorded and inventory is reduced.
• No accounts receivable balance is created; the sale is settled at the point of receipt.

Tips & common mistakes

• Immediate payment required. A sales receipt is for same-day, paid sales. If the customer is paying later, create an invoice instead.
• Check the customer field. You can leave it blank for a walk-in sale, or select a repeat customer to build their transaction history.
• Use the right warehouse and account. If your business has multiple warehouses or payment accounts, select the correct ones so inventory and cash are updated from the right place.
• Save once to finalize. Once saved, the receipt gets a number. You can edit it afterward if needed, but the accounting is locked in.