Receipts

Receipts are the official record of payments received from a client. Clients can sign in to their Client Portal to pay invoices and get a receipt if you have enrolled in Online Payments, or you can manually create receipts to settle invoices.

Drafts Table

All of your receipts in Draft status can be viewed in the table. By default, other users' drafts will not be visible. The table supports the following fields:

• Receipt #: the unique number associated with this receipt. See Number Sequencing to configure this.
• Name: the name of the receipt as it will appear throughout your organization's dashboard.
• Client: the client to issue the receipt to. Receipts cannot be issued to vendors (however, a vendor can also be a client).
• Created Date: the date the receipt was created.
• User: the name of the user who created the receipt.
• Status: the status of the receipt.
• Invoice: the original invoice that was converted into this receipt, if any.

To view an existing receipt, click the view icon. To create a new receipt, enter the details into the top of the table and hit Enter.

History Table

The history table is identical to the drafts table except that it only shows receipts that have been submitted and are no longer drafts. This includes receipts in the Pending, Approved, Canceled, and Denied statuses.

Creating a Receipt

After entering the details into the top of the Drafts table and hitting Enter, you can work on your draft by clicking the view icon.

Basic Information

At the top of the receipt, some essential details can be entered.

• Receipt #: the unique number associated with this receipt. Leave blank to use the auto-generated number from your Number Sequencing configuration or enter the desired number if your number sequencing configuration allows doing so.
• Name: the name of the receipt as it will appear throughout your organization's dashboard.
• Project: the project the receipt will be associated with.
• Receipt Date: the effective date of the receipt.

Line Items Table

In the table, the receipt line items can be entered. These are the products that you are selling to the client. Note that for stock items, approving a receipt within your organization moves the line item quantities into the encumbered status, reducing the sellable inventory of the product.

The table supports the following fields:

• Invoice: if this receipt was created from an invoice, the invoice number and name will be displayed. Note that invoice lines on receipts show the payment amount against the overall invoice, not against each invoice line.
• Product: the product to sell to the client. You can also create new products by typing the name of the new product and clicking the + Create ... option. Whether or not these products appear permanently in your product catalog is determined by the Update Catalog from Transactions setting.
• Price: the price of each product unit. If the product already has a price available, it will automatically populate here.
• Quantity: the number of units being sold to the client.
• Tax Rate: the tax rate to be used for taxable products. The product's tax rate override will populate if set, otherwise the organization's default tax rate will populate if set.

Refunds Table

In the table, any refunds issued for this receipt can be viewed.

The table supports the following fields:

• Refund #: the unique number associated with this refund. See Number Sequencing to configure this.
• Amount: the amount of the refund.
• Date: the date the refund was issued.
• Status: the status of the refund. Refunds may fail depending on payment method.
• Notes: the notes entered at the time the refund was issued.

Available Actions

When viewing a receipt, there will be actions available to you via the buttons at the top right of the receipt.

For any receipt:

• Download PDF
  • Download a PDF copy of the receipt
  • Or click the down arrow for:
    • Print PDF: print a copy of the receipt from your browser.

For draft receipts:

• Submit
  • Submit the receipt for approval
  • Or click the down arrow for:
    • Duplicate: create a duplicate of this receipt.

For submitted receipts:

• Refund: create a full or partial refund for this receipt's payment.
• Duplicate: create a duplicate of this receipt.