Sales Receipt statuses and what each means

Every sales receipt in Usystems moves through a lifecycle, reflected in its status. Understanding each status helps you know at a glance what has happened to a receipt and what action—if any—is needed next.

Draft You are still editing the receipt. It has no accounting impact. You can change any field, add or remove lines, and discard it entirely without affecting the books. Only you (and admins) can see draft receipts.

Confirmed You have finalized the receipt and recorded the payment. Once confirmed, the receipt is locked against editing—you cannot change line items, totals, or customer name without cancelling it first. The system records this as income: the cash has been received and the transaction is complete. The receipt now appears in your sales reports and revenue records.

Delivered (if applicable) The goods or services have been handed over to the customer. This status is optional and depends on your business workflow. A receipt can be confirmed and delivered separately, or the two may happen together. A delivered receipt confirms that fulfillment is complete.

Refunded (if applicable) The customer has returned goods or disputed the charge, and a refund has been issued. The original receipt remains visible in your records for audit purposes, and the refund is tracked separately. You can issue a partial refund (for part of the purchase) or a full refund (for the entire receipt).

Cancelled (if applicable) The receipt has been voided by an admin or through a formal cancellation process. It no longer affects the books. Cancelled receipts remain visible in reports for audit purposes but are marked as inactive.

Why status matters:

• Draft: you are safe to edit or delete.
• Confirmed: the cash is recorded; the transaction is "live."
• Delivered: fulfillment is complete; no further inventory changes expected.
• Refunded: partial or full reversal; watch for returned goods or credit notes.
• Cancelled: treated as if it never happened, for accounting purposes.

As you work, Usystems automatically updates the status based on actions you take. You can also manually change status in some cases (for example, confirming a draft or refunding a confirmed receipt), depending on your permissions.