Sales Receipts

Sales Receipts document payments received against customer invoices and provide proof of payment.

Overview

Sales Receipts enable you to:

• Record customer payments
• Apply payments to invoices
• Generate receipt documents
• Track payment history
• Process multiple payment methods
• Manage payment allocation

Accessing Sales Receipts

Navigate to Sales → Receipts from the main menu.

Receipt List

Viewing Receipts

Sales Receipts

Filter: [All Receipts ▼] [Date Range ▼] [Payment Method ▼]

┌────────────────────────────────────────────────────────────────┐
│ Receipt      │ Customer      │ Date      │ Amount    │ Method   │
├────────────────────────────────────────────────────────────────┤
│ RCP-2026-089│ Acme Corp     │ Jan 22    │ $4,950.00 │ Credit   │
│ RCP-2026-085│ TechStart Inc │ Jan 21    │ $8,234.56 │ ACH      │
│ RCP-2026-078│ Global Supply │ Jan 20    │ $12,345.00│ Wire     │
│ RCP-2026-065│ DataFlow Ltd  │ Jan 18    │ $3,456.78 │ Check    │
│ RCP-2026-045│ Enterprise Co │ Jan 15    │ $25,678.90│ Credit   │
└────────────────────────────────────────────────────────────────┘

Today's Receipts: $4,950.00
This Month: $156,789.34

[+ New Receipt]

Creating Receipts

Record Payment

1. Click New Receipt
2. Select customer
3. Choose payment method
4. Enter payment details
5. Apply to invoice(s)
6. Save receipt

Receipt Form

New Sales Receipt

Customer: [Select Customer ▼]
Receipt Date: [01/22/2026]

Customer Selected: Acme Corporation

Outstanding Invoices:
┌────────────────────────────────────────────────────────────────┐
│ Invoice       │ Date      │ Due Date  │ Outstanding │ Apply    │
├────────────────────────────────────────────────────────────────┤
│ INV-2026-0001│ Jan 7     │ Feb 6     │ $4,950.00   │ [$4,950] │
│ INV-2025-0013│ Dec 15    │ Jan 13    │ $6,429.98   │ [$     ] │
│ INV-2025-0010│ Dec 1     │ Dec 31    │ $2,345.67   │ [$     ] │
└────────────────────────────────────────────────────────────────┘

Total Outstanding: $13,725.65

Payment Details:
├─ Payment Amount: $[4,950.00]
├─ Payment Method: [Credit Card ▼]
│  ├─ Credit/Debit Card
│  ├─ ACH/Bank Transfer
│  ├─ Wire Transfer
│  ├─ Check
│  └─ Cash
└─ Reference Number: [_________________]

Applied Amount: $4,950.00
Remaining: $0.00

[Cancel] [Save Receipt]

Payment Methods

Method Configuration

Method	Description	Processing
Credit Card	Visa, MC, Amex	Immediate
ACH Transfer	Bank account	2-3 days
Wire Transfer	Bank wire	Same day
Check	Paper check	Manual clear
Cash	Cash payment	Immediate

Credit Card Payment

Credit Card Payment

Card Details:
├─ Card Type: [Visa ▼]
├─ Last 4 Digits: [1234]
├─ Authorization Code: [____________]
└─ Transaction ID: [____________]

Processing:
○ Process now (online)
○ Already processed (record only)

Gateway Response:
├─ Status: Approved
├─ Auth Code: AUTH-789456
└─ Transaction: TXN-2026-089

Check Payment

Check Payment

Check Details:
├─ Check Number: [____________]
├─ Bank Name: [____________]
├─ Routing Number: [____________]
├─ Account Last 4: [____]
└─ Check Date: [01/22/2026]

Status:
○ Received
○ Deposited
○ Cleared

Deposit Information:
├─ Deposit Date: [01/23/2026]
├─ Deposit Reference: [____________]
└─ Bank Account: [Operating Account ▼]

Receipt Details

Viewing Receipt

Receipt: RCP-2026-089

Receipt Information:
├─ Receipt Number: RCP-2026-089
├─ Receipt Date: January 22, 2026
├─ Customer: Acme Corporation
├─ Status: Completed
└─ Created By: John Smith

Payment Details:
├─ Amount: $4,950.00
├─ Method: Credit Card
├─ Card: Visa ****1234
├─ Authorization: AUTH-789456
└─ Transaction ID: TXN-2026-089

Applied To:
┌────────────────────────────────────────────────────────────────┐
│ Invoice       │ Invoice Date │ Invoice Total │ Applied         │
├────────────────────────────────────────────────────────────────┤
│ INV-2026-0001│ Jan 7, 2026 │ $4,950.00     │ $4,950.00       │
└────────────────────────────────────────────────────────────────┘

[Print Receipt] [Email Receipt] [Download PDF] [Void]

Multiple Invoice Payment

Applying to Multiple Invoices

Payment Application

Customer: Acme Corporation
Payment Amount: $15,000.00

Apply to Invoices:
┌────────────────────────────────────────────────────────────────┐
│ Invoice       │ Outstanding │ Apply       │ Remaining         │
├────────────────────────────────────────────────────────────────┤
│ INV-2025-0010│ $2,345.67   │ $2,345.67   │ $0.00            │
│ INV-2025-0013│ $6,429.98   │ $6,429.98   │ $0.00            │
│ INV-2026-0001│ $4,950.00   │ $4,950.00   │ $0.00            │
│ INV-2026-0002│ $4,950.00   │ $1,274.35   │ $3,675.65        │
├────────────────────────────────────────────────────────────────┤
│ Total Applied:              │ $15,000.00  │ Unapplied: $0.00 │
└────────────────────────────────────────────────────────────────┘

Application Method:
○ Oldest first (auto-apply)
● Manual allocation
○ Proportional distribution

[Apply Payment]

Unapplied Payments

Unapplied Payment

Customer: Acme Corporation
Payment: $20,000.00
Applied: $15,725.65
Unapplied: $4,274.35

Options:
○ Leave as credit on account
○ Apply to future invoice when available
○ Refund excess payment

Account Credit Balance:
├─ Before: $0.00
├─ Add: $4,274.35
└─ After: $4,274.35

[Create Credit] [Save]

Receipt Documents

Receipt PDF

PAYMENT RECEIPT

Company Name
123 Company Street
City, State ZIP
Phone: (555) 123-4567

═══════════════════════════════════════════════════

Receipt Number: RCP-2026-089
Receipt Date: January 22, 2026
Payment Amount: $4,950.00

═══════════════════════════════════════════════════

RECEIVED FROM

Acme Corporation
123 Business Park Drive
Chicago, IL 60601
Account #: CUST-001234

═══════════════════════════════════════════════════

PAYMENT INFORMATION

Method: Credit Card
Card Type: Visa
Last Four: ****1234
Authorization: AUTH-789456

═══════════════════════════════════════════════════

APPLIED TO INVOICES

Invoice INV-2026-0001    $4,950.00

═══════════════════════════════════════════════════

Thank you for your payment!

Email Receipt

Email Receipt

To: [email protected]
Cc: [_________________________]
Subject: Payment Receipt RCP-2026-089 - $4,950.00

Message:
Dear Acme Corporation,

Thank you for your payment of $4,950.00 received on
January 22, 2026.

This payment has been applied to invoice INV-2026-0001.

A copy of your receipt is attached for your records.

If you have any questions, please contact us.

Best regards,
[Your Company]

Attachments:
├─ [x] Receipt PDF
└─ [ ] Applied invoices

[Preview] [Send Email]

Void/Refund

Voiding a Receipt

Void Receipt

Receipt: RCP-2026-089
Amount: $4,950.00
Applied To: INV-2026-0001

⚠️ Warning: Voiding this receipt will:
├─ Reverse all payment applications
├─ Reopen applied invoices
├─ Update customer account balance
└─ Create void transaction record

Reason for Void:
[Select Reason ▼]
├─ Payment returned/bounced
├─ Duplicate entry
├─ Incorrect amount
├─ Wrong customer
└─ Other

Notes:
[                                    ]

[Cancel] [Void Receipt]

Processing Refund

Process Refund

Original Receipt: RCP-2026-089
Payment: $4,950.00

Refund Amount: $[________]
○ Full refund ($4,950.00)
○ Partial refund

Refund Method:
○ Original payment method
○ Check
○ Credit to account

Reason:
[                                    ]

Refund to Invoice(s):
├─ INV-2026-0001: $4,950.00

[Cancel] [Process Refund]

Payment Reports

Receipts Report

Payment Receipts Report

Date Range: January 1 - January 22, 2026

Summary by Method:
┌────────────────────────────────────────────────────────────────┐
│ Payment Method   │ Count │ Amount      │ % of Total           │
├────────────────────────────────────────────────────────────────┤
│ Credit Card      │ 156   │ $89,456.78  │ 57%                  │
│ ACH Transfer     │ 45    │ $45,678.90  │ 29%                  │
│ Wire Transfer    │ 12    │ $18,456.00  │ 12%                  │
│ Check            │ 8     │ $3,197.66   │ 2%                   │
├────────────────────────────────────────────────────────────────┤
│ Total            │ 221   │ $156,789.34 │ 100%                 │
└────────────────────────────────────────────────────────────────┘

Daily Totals:
Jan 22: $15,234.56  ████████████
Jan 21: $8,234.56   ██████
Jan 20: $12,345.00  █████████
...

[Export Report]

Aging and Collections

Accounts Receivable Aging

Customer: Acme Corporation

Aging Summary:
┌────────────────────────────────────────────────────────────────┐
│ Period      │ Count │ Amount      │ % of AR                   │
├────────────────────────────────────────────────────────────────┤
│ Current     │ 3     │ $13,306.70  │ 67%                       │
│ 1-30 Days   │ 0     │ $0.00       │ 0%                        │
│ 31-60 Days  │ 1     │ $6,429.98   │ 33%                       │
│ 61-90 Days  │ 0     │ $0.00       │ 0%                        │
│ Over 90     │ 0     │ $0.00       │ 0%                        │
├────────────────────────────────────────────────────────────────┤
│ Total       │ 4     │ $19,736.68  │ 100%                      │
└────────────────────────────────────────────────────────────────┘

Payment History:
├─ Average Days to Pay: 28 days
├─ On-time Payment: 85%
└─ Last Payment: $4,950.00 (Jan 22)

Best Practices

Recording Payments

• Record payments promptly
• Verify amounts carefully
• Include reference numbers
• Match to correct invoices

Reconciliation

• Reconcile daily
• Match to bank deposits
• Review unapplied payments
• Clear old items promptly

Documentation

• Save receipt copies
• Document void reasons
• Keep audit trail
• Archive records properly

Troubleshooting

Common Issues

Payment won't apply

• Check invoice status
• Verify amount
• Review customer account
• Check for holds

Receipt not printing

• Check printer settings
• Verify template
• Try PDF download
• Contact support

Amount mismatch

• Review applied invoices
• Check for credits
• Verify payment amount
• Reconcile differences

Card declined

• Verify card details
• Check authorization
• Try different card
• Contact processor

Related Documentation

Learn about Invoices for billing and accounts receivable management.