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Sales Receipt fields explained
A complete guide to the fields on a sales receipt and what each one means.
AP ۱۴۰۵ چنگاښ ۲۰
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. |
Line items section (what is being sold)
| 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. |
Totals section (financial summary)
| 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). |
Payment section (how money is received)
| 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. |
Advanced fields (optional, depending on your setup)
| 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. |
Key tips
- 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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