FAQ: Payments on Sales Receipts

Can I delete or edit a payment I already recorded?

No, payments cannot be edited or deleted once saved. If you recorded a payment in error, you will need to record a reversal or refund. Contact your system administrator if you need to reverse a payment. In some cases, you may be able to record a "negative payment" (a refund) to offset the mistake.

What happens if a customer overpays their sales receipt?

When a customer pays more than the receipt amount, the extra money becomes a customer advance (a credit balance in their account). You can use this balance to pay future sales receipts, or apply it to other purchases. If the customer wants the money back, you can process a refund.

Can I take payment before I save the sales receipt?

Yes. When you create a new sales receipt, you can add payments on the same form before saving. If you save the receipt first without adding payment, you can always add payments later by opening the receipt and adding them to the Payments section.

What is the difference between a sales receipt and an invoice?

A sales receipt is typically a quick, point-of-sale transaction where payment is taken at the time of sale. An invoice is usually sent to a customer and payment is expected later. Both accept payments, but receipts often focus on immediate payment, while invoices track unpaid balances over time.

Can I assign a payment to more than one sales receipt?

No. Each payment is tied to the sales receipt it was created for. If a customer owes multiple receipts and wants to pay them all at once, you will need to either record the payment against one receipt (creating an advance balance) or process the payment separately for each receipt.

What should I do if the payment account (bank, till) is wrong?

If you selected the wrong account when recording the payment, you cannot edit the saved payment. You will need to reverse it by recording a refund or negative payment. Then record the correct payment to the correct account. Contact your administrator for help with reversals.

If a customer pays late, do I need to record a late payment fee or interest?

No. Usystems does not automatically calculate or apply late fees. If you need to charge a late fee, you will need to create a separate sales receipt or invoice for the fee amount and bill it separately. Your business process and agreements with the customer will determine whether and how to handle late fees.