Sales Receipts
A sales receipt is for money you have already collected: a walk-in sale, a card payment, a deposit that cleared. Unlike an invoice, it never sits in accounts receivable. It records the revenue and the cash in a single posting. A refund receipt is the mirror image for cash you hand back.
Availability: the Sales Receipts module is currently hidden. It no longer appears in the Books sidebar, and the Regent assistant does not offer it. Existing sales receipts stay in your data and in the REST API. The steps below describe how the module works when it is switched on.
Key capabilities
- One-step sale: revenue and cash/bank deposit booked together, no open AR
- New sale and New refund buttons, each opening a short form
- Line items with a description, quantity, and unit price
- Optional customer (anonymous cash sales are fine), receipt date, income account, sales tax, and memo
- Posts a balanced journal entry the moment you save
- Void a posted receipt, which posts a reversing entry
- List with Number, Type, Customer, Date, Deposited to, Total, and Status columns, filterable by Posted or Void
How it works
Saving a sale posts one journal entry:
| Account | Debit | Credit |
|---|---|---|
| Deposit account (bank or cash) | Total | |
| Income account (default: Invoice Sales) | Subtotal | |
| Sales Tax Payable (only when tax is above zero) | Tax |
A refund receipt posts the same lines reversed. Because the cash is already in hand, no receivable is created and nothing shows up in AR aging.
How to use it
- Open Sales receipts and click New sale (or New refund).
- Pick the Deposit to account (for a refund, Refund from account). The list shows your active asset accounts, such as a bank or undeposited-funds account.
- Set the Date (defaults to today), and optionally a Customer and an Income account.
- Add Line items with a description, quantity, and unit price. Lines without an amount are ignored, and at least one line must have an amount.
- Enter Sales tax (optional) as a single dollar amount for the whole receipt, and an optional Memo.
- Save. The receipt posts immediately and appears as Posted.
To undo one, click Void on its row. It stays in the list as Void and a reversing entry is posted.
Pro tips
- Use a sales receipt only when you have been paid in full. If payment comes later, create an invoice instead.
- Enter the sales tax as one amount; it is not calculated per line.
- A receipt cannot be edited after it posts. Void it and enter a new one.