A fresh new experience in the Sales Receipt screen
Just like expenses, the Sales Receipt screen just got a major overhaul to make it faster and more convenient to use and easier to understand. See below for details about what is new.
Receipt Type is now Category and replaces Sales Account
One of the more challenging aspects of entering expenses is deciding how to account for it. Enter new OneUp Categories!
To bring Categories to Receipt, we made two changes. We have combined the “Receipt Type” selector and the “Expense Account” field. They are now replaced by the Category selector.
Use “Category” instead of “Expense Type” and “Accounting Account”
To learn more, check out our Categories Guide.
Combined “Paid By” Field / and “Paid By” is Optional
Now, you can set a receipt to be paid by a Vendor or Employee! This is convenient for recording refunds paid back by vendors, or amounts that Employees reimburse the company for cash advances and personal spending.
You can even leave the Payee blank if you don’t need to enter that information (Such as bank fee reversals)
And, just like before, you can still create new Customers directly from the “Paid To” selector.
Multi-Line switch has been removed
Switching between simple expense and multi-line receipt was a difficult concept to grasp for people new to OneUp, and even for people that use it every day. To match the new expense, we brought the same behavior to receipt.
To create a multi-line receipt, just add a split
Please note: You cannot use the special Categories “Customer Payment for Invoice” or “Prepayment from Customer” when splitting a Sales Receipt.
Improved layout with regards to VAT Rates
(For people using OneUp with VAT)
If your company does not collect or pay VAT, this change is not significant to you. But we made some improvements to the way that VAT is laid out to make it easier to understand.
Comparing the prior layout and the updated layout.
You can enter the amount BEFORE or AFTER VAT like before, but now it is in a more logical order so you can enter the “Amount” (Before VAT) first and see the “Amount + VAT” calculated once you choose the rate. Or you can type the “Amount + VAT” directly if you want. It just makes sense.
Memo and Note
Since there is no difference anymore between a Simple Expense and Multi-Line Expense, we have removed the overall “Memo” field and kept the “Notes” field on each line.
The “Notes” column in Receipt form
But what about your prior simple expenses? We made sure to put those Memos into the Notes of the first expense line for you.
Customer and Project on Expense Lines
There used to be a field on expense lines for multi-line expenses for “Customer” and “Project”. But we found that almost nobody was using these details, so we have removed this feature to streamline the design.
If you did put text in those fields, we have moved them into the ”Notes” column of the first expense line for you. If you wish to continue recording customer and project on expense lines, we encourage you to use the “Notes” column from now on.
No more confusion about “Deposit Later”
Just like “Deferred Debit” in expense, we knew we could make “Deposit Later” easier to understand for Sales Receipts. So we have added a “Undeposited/Deposited” switch that lets you clearly specify if the receipt is already deposited, or if you are holding onto it to deposit later.
The new Undeposited switch and Bank selector
As a result of this, “Debited Date” is now labeled “Paid Date”. OneUp also won’t bother asking you for “Bank” or “Transaction ID” until it has been paid.
Small change to the Sales Receipt List
Since sales receipts are centered on Category instead of sales account, we now show the category instead in the expenses list. We’ve also done a bit of refinement to make things fit better on the screen when you use OneUp on a laptop or desktop computer.
Feedback and Opinions
We worked closely with many top OneUp customers of different kinds to bring these changes. But we also acknowledge that a change that might be good for one person or business might be less good for another.
Do you have some feedback or opinion about these changes? Please, do not hesitate to contact OneUp support at firstname.lastname@example.org, or contact your CPA representative and we’ll be happy to hear your thoughts.
Special Payment Types
Unallocated Invoice Payment
If you receive a payment for multiple invoices, please create a sales receipt using the receipt category "Customer Payment for Invoice" to register the amount received.
Use Receive Customer Payment (Sales - More - Customer Payments - Receive Customer Payment) to allocate your payment deposit. In there, mark the first invoice, click "allocate payment deposit", select the receipt and confirm with "select", then mark your next invoice to be allocated to the same payment deposit. Save all by clicking "Done".
If you receive a prepayment for a future invoice, please use the Sales Receipt template "Prepayment from a Customer". VAT or Sales Tax can be added and the income will be posted into your balance sheet liabilities until you apply this payment to an invoice. Taxes as well as prepaid income liability will be reversed with the payment application to the invoice.
When the customer gets the invoice, the sales receipt can be applied to the invoice in Receive Customer Payment (Sales - More - Customer Payments - Receive Customer Payment) . If this was a partial prepayment only, and the customer still owes on the invoice, you can later apply payment on page 2 of said invoice for the remaining amount.
Please note: Prepayment receipts are normally used to either apply two partial payments to an invoice or apply one prepayment to one invoice (matching amounts) - they cannot be split.
To apply the sales receipt to more than one invoice, instead use category "Customer Payment for Invoice" as this allows the sales receipt to be dispatched on several invoices, no matter what the amount is, until it's depleted.
When to Use a Sales Receipt
A sales receipt is a quick way to register sales that do not need to be inventory tracked or even linked to a customer.
Sales receipts also allow you to register a prepayment or a payment on account.
OneUp offers four types of sales receipts:
- Record of sales: use this template, if you wish to register your sales to a customer
- Record of sales (no customer tracking): use this template if the customer does not need to be mentioned
- Prepaid Income: use this template to register a customer prepayment
- Unallocated invoice payment: use this template, if your customer pays on account or pays more than just one invoice
Sales Receipts will always show as paid (receipt of payment), but you have the possibility to deposit the payment later. This is useful if a customer paid through credit card or check and the bank deposit does not show yet. Those sales receipts show as “undeposited”. As soon as you link a bank account, the status of the receipt changes to “deposited”.
Paying off several invoices with one customer payment
If you do not use bank feeds
- create a Sales Receipt in Sales - More - Sales Receipts - New Sales Receipt
- select the paying customer
- set up the payment amount
- select the type "unallocated invoice payment"
- select the bank in which you received the payment
- set up the date when you payment deposit was received
- click DONE to validate
- go to Sales - More - Customer Payments - Receive Customer Payment
- set your date range for invoices or leave on default and click - Apply filter
- click into the line that shows the first invoice that needs to be paid off with your receipt and click ""allocate payment deposit"
- select your receipt and click "select"
- click into the line that shows the next invoice that needs to be paid, click again "allocate payment deposit" and select the same receipt again and click "select"
- click into the line that shows the third invoice to pay and repeat the steps
- when you see all invoices below as applied, click DONE
- Create the sales order for your customer (or proforma invoice if you prefer, the title can be adjusted in the document customization)
- Create a receipt for your pre-payment in Sales - More - Sales Receipts - New Sales Receipt - using the template (receipt type) "prepayment"
- If the customer gets the invoice after delivery, then the sales receipt can be applied to the invoice, in Sales - Customer Payments - Receive Customer Payment - select your invoice - click “allocate payment deposit”
- Select your prepayment receipt and validate
- Create a sales order and convert it into an invoice or create an invoice to start the sale
- Do not confirm the update stock on hand message. Confirming with “yes” would also create the delivery note and withdraw the products from your stock on hand
- As soon as the customer transfers their prepayment, apply it to your invoice on page 2
- Click “deliver” on your invoice to generate the inventory withdrawals
Please note that the second option might be easier, but make sure no user updates your stock on hand accidently before the payment is applied. Otherwise you might lose control of the process.