A Sales receipt is an immediate cash sale: the customer pays at the time of sale, so there is no period of credit and no entry on the AR ledger. Use a sales receipt for walk-in sales, point-of-sale collections, retail counter sales, or any sale where money is exchanged on the spot.
Compared with an invoice: an invoice creates an AR balance that you collect later via a separate customer payment. A sales receipt collapses both steps into one document — the cash is debited and the revenue credited in the same posting; nothing ages in AR.
You'll find Sales Receipts under AR (Sales) → Payments & Credits → "Sales Receipts".
Step by step
Browse sales receipts
- Open Sales Receipts. Each row shows the receipt number, date, customer (if attached), total, deposit account, and status (Draft / Posted / Void).
- Filter by status, date range, customer, or search by number.
Create a sales receipt
- Click New Sales Receipt.
- (Optional) Pick a Customer. Sales receipts work for walk-in sales with no customer attached — you can leave it blank.
- The Receipt number comes from the active numbering sequence — see Settings. You can override it.
- Set the Date.
- Pick the Deposit account (the bank or cash account that receives the money).
- Add line items: Product/Service, Description, Quantity, Unit price, Tax. If an item doesn't exist yet, type its name in the item search and click the Create «what you typed» footer — the New item modal opens and Create & use drops the new item into the line.
- Add one or more payment splits — for example, JOD 30 cash + JOD 70 bank transfer. Each split records a deposit account, an amount, and a method ("Cash", "Cheque", "Bank Transfer").
- Save as a draft to keep editing, or Save & Post to post immediately.
About the Cheque method: on a sales receipt, "Cheque" records a cheque the customer handed you — it's a record of what you received, nothing more. Your company's cheque books are never involved: cheque books are for money you pay out (bill payments and expenses), not for money you receive.
Bulk create / import sales receipts
To enter many receipts at once, use Bulk Sales Receipts — open it from the caret next to New Sales Receipt. Bulk is an input shortcut only: every receipt it creates is an ordinary draft sales receipt, saved through the same rules, numbering, and tax logic as one typed on the normal form.
Two ways to enter data:
- Manual entry — fill in one card per receipt (date, customer, deposit account, item, revenue account, quantity, rate, tax). The customer field is optional — bulk sales receipts are commonly used for walk-in counter sales where no customer is captured.
- File import — download a per-document CSV or XLSX template, fill it in, and upload it. One row becomes one single-line receipt. The XLSX template has drop-downs on the deposit account, customer (optional), currency, revenue account, and tax-code columns.
After entering or uploading, Validate previews every receipt — totals and any blocking errors are shown before anything saves. Fix the highlighted rows, then save. The batch saves all-or-nothing: if any receipt fails, nothing is saved. Bulk-created receipts are always Draft — post them from the list as usual.
Edit a draft
Drafts can be edited freely. Once posted, the receipt's accounting fields are locked — the same fields as on an invoice (date, customer, currency, line items, and so on). The edit page shows a locked banner. To change those fields, Unpost the receipt back to draft, edit it, and post again. Notes and attachments stay editable on a posted receipt.
Post a sales receipt
Posting writes the journal:
- Debit the deposit account(s) (the cash / bank account on each payment split).
- Credit the Revenue account on each line.
- Credit the VAT Output account for any taxable lines.
- For inventory items: Debit COGS, Credit Inventory at cost.
Posting is blocked when:
- the receipt date falls inside a locked period (see Fiscal years and lock dates);
- the receipt has zero lines or zero total;
- the deposit account is missing or inactive.
Unpost (return to draft)
Posted a receipt with the wrong date, account, or lines? You can now Unpost it instead of voiding. The confirmation spells out exactly what happens: "The journal entry and recorded cash receipt will be reversed and the receipt will return to draft." Fix the draft and post it again.
Unposting is blocked when the period is locked, and only users allowed to unpost will see the action.
Void a sales receipt
Void remains available for a sale that should never have happened (a counter return, a duplicate entry). Voiding reverses the books — the journal, any inventory movements, and tax lines are all unwound — and marks the receipt Void. The original journal entry stays in the entries list marked as voided for the audit trail but is excluded from every report.
You cannot edit a voided receipt — create a new one for the corrected sale. Use Unpost when you want to fix and re-post the same receipt; use Void when the sale itself was wrong.
Print a PDF
Streams the receipt as a PDF using the active PDF template — see PDF templates.
Delete a draft
Allowed only while the receipt is a Draft. Posted receipts cannot be deleted — unpost or void instead.
How the journal looks
For a JOD 100 sales receipt (zero-rated) paid in cash:
| Account | Debit | Credit |
|---|---|---|
| Cash on hand | 100.00 | |
| Revenue — Sales | 100.00 |
For a JOD 117 sales receipt with 17% VAT, paid by bank transfer:
| Account | Debit | Credit |
|---|---|---|
| Bank | 117.00 | |
| Revenue — Sales | 100.00 | |
| VAT Output | 17.00 |
For a JOD 117 sales receipt sold as a JOD 60-cost stocked item:
| Account | Debit | Credit |
|---|---|---|
| Cash on hand | 117.00 | |
| Revenue — Sales | 100.00 | |
| VAT Output | 17.00 | |
| COGS | 60.00 | |
| Inventory | 60.00 |
AR is never touched. Sales receipts represent paid-on-the-spot transactions; there is no customer receivable from the books' perspective.
Common mistakes
- Deposit account is Undeposited Funds instead of a real bank. Sales receipts need a real Cash / Bank account — Undeposited Funds and payment-receivable accounts are blocked. Pick the actual account the money landed in.
- "No tax on a walk-in line." Tax codes are line-level. A walk-in customer doesn't auto-fill tax — pick the tax code on each line, or set the default on the customer record (when one is attached).
- Inventory item with no stock. Selling a stocked item with zero on-hand will post anyway (negative stock is allowed by default) but the Inventory reconciliation page will flag it. Receive stock first, or set the organization policy to block negative inventory.
- "Posted receipt looks wrong — can I edit it?" Not directly — posted receipts lock their accounting fields. Unpost it (the journal and recorded cash receipt are reversed), fix the draft, and post again. If the sale itself never should have existed, Void it instead.
- "Why can't I pick one of our cheque books?" Company cheque books are for outgoing payments only. A cheque received from a customer is recorded with the "Cheque" method on the payment split — no cheque book is involved.
- Payment-split totals don't match. The sum of all payment splits must equal the receipt total. The form blocks saving if they don't — the message tells you the gap.
Tips
- For walk-in counter sales, leave the Customer field blank — it makes reporting cleaner for anonymous footfall.
- Use payment splits when the same customer pays partly cash and partly bank on one transaction — one receipt, two splits.
- The list shows the Deposit account column so you can spot mis-routed cash.
Behaviour and rules
- No AR impact. Sales receipts do not affect customer balances — they're not a credit sale. If you want to record a receivable that's paid later, use an invoice + a separate customer payment instead.
- Posting locks accounting fields — the same lock as invoices. Notes and attachments remain editable. Unpost → edit → re-post to change locked fields.
- Unpost vs Void. Unpost reverses the journal and the recorded cash receipt and returns the document to draft for correction. Void permanently cancels the sale, keeping the number on the books.
- Multiple payment splits. A single receipt can carry several payment lines (e.g. JOD 50 cash + JOD 50 bank). Each split's deposit account is debited; together they must equal the receipt total.
- Cheques are record-only on the receiving side. The "Cheque" method notes what the customer gave you; company cheque books never apply to receipts.
- Inventory items. When a line uses a stocked item, posting writes the COGS / Inventory pair in addition to the revenue line, using your inventory costing method — see Inventory.
- Period lock. Posting, unposting, and voiding all require the date's period to be open. See Fiscal years and lock dates.
- Where the journal shows up. On the Journal entries page, a sales receipt's entry is labelled as a Sales Receipt and links directly to the receipt.
- Payments page link. Each payment split on a sales receipt also appears on the Payments page labelled as a Sales Receipt. No double-counting — the accounting entry is written only once, by the sales-receipt posting.
Related
- Invoices — for sales paid later (creates an AR balance).
- Payments — every sales receipt also surfaces here.
- Refund receipts — to refund a posted sales receipt.
- Cheques — company cheque books (outgoing payments only).
- Inventory — stocked-item costing and COGS.
- Taxes & VAT — tax codes and VAT output handling.
- Fiscal years and lock dates — period rules.
- Reports — Profit and Loss, VAT Detail by Rate, sales reports.