Dates, memo and other header details

The sales receipt form includes several header fields to record the transaction date, add internal notes, and capture other details. Most of these fields are optional, but setting the correct date is important for accounting records and financial reporting. A memo field allows you to add notes about the sale for reference.

Before you start

• You need permission to create sales receipts.
• Know the date of the sale (usually today, unless you're back-dating).
• Have any internal notes ready if you want to record them (e.g., payment method, customer details, special instructions).

Steps

1. On the sales receipt form, locate the header section (top of the form).

2. Date field: Click the Date field and confirm or change the date.

   • The default is today's date.
   • If the sale occurred on a different date, select that date instead.
   • Do not back-date receipts by more than a few days without approval from your manager.

3. Memo field: Locate the Memo or Notes field (optional).

   • Click the field and type any internal notes you want to record (e.g., "Cash payment", "Customer called ahead", "Refund of damaged goods").
   • The memo is for your reference and does not appear on the printed receipt unless your print template includes it.

4. Other optional fields: Depending on your system setup, you may see:

   • Reference number: An external invoice or order number from the customer.
   • Department or Location: If your business is multi-branch, select the relevant one.
   • Leave these blank if they don't apply to this sale.

5. Continue with the rest of the receipt (customer, lines, accounts, warehouse, etc.).

6. Save the receipt. The date and memo are recorded with the transaction.

Tips & common mistakes

• Use consistent dating. Keep receipt dates in chronological order to avoid confusion in your accounting records.
• Memo is for context. Use the memo field to record anything that helps you understand or remember the transaction later (payment method, customer phone number, reason for sale).
• Don't over-date or under-date. Recording a receipt on the wrong date can cause problems in reconciliation and tax reporting. If you must back-date, explain why in the memo.
• Print template matters. Check whether your print template includes the memo or other header fields. If you want the memo to print, confirm it's included.
• Department selection. If your business has multiple departments or branches, select the correct one so expenses and revenue are attributed properly.