In a Sales Receipt, you'll be offered three types of payment receipt. Please select the type needed by clicking into the field.
Create a new Sales Receipt in Sales - More - Sales Receipts - New Sales Receipt
Record of Sales
You might not want to create invoices for some sales/payment or do not need to generate any further document than just a receipt.
Using the sales receipt type "Record of Sales" in the sales receipt will allow you to directly post your income into the P&L without generating the whole sales document process. An easy way to register cash sales for example.
Items and multiple account allocations can be registered using the tab "multi line".
Please note: If you add products into the lines in a multi line receipt, those products won't generate any inventory withdrawal, but just register those sales into your accounting.
Record of Sales (No Customer Tracking)
This Sales Receipt type will allow you to register sales without having to link the transaction to a specific customer. This might be handy to register cash sales for the day for example.
Any Sales Receipt that is not customer tracked, will be posted directly as an income against a bank (if deposited) into your financial reports
Unallocated Invoice Payment
If you receive a payment for multiple invoices, please create a sales receipt using the according receipt type "Unallocated Invoice Payment" 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 "ok", then mark your next invoice to be allocated to the same payment deposit.
If you receive a prepayment for a future invoice, please use the Sales Receipt template "Prepaid Income". 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.
Please note: the prepayment amount must not exceed the invoice amount. So, normally prepayments are used to either apply two partial payments to an invoice or apply one prepayment to one invoice (matching amounts).
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.