A sales receipt records a sale that is paid at the same time — cash over the counter, a card payment, or a bank transfer received on the spot. It records the revenue, the output VAT and the money received in one document, without creating a receivable.
Use a sales receipt when there is nothing left to collect. If the customer will pay later, use an Invoice.
Where to find it
- Sidebar: Sales → Payments & Credits → Sales Receipts.
- URL:
/ar/sales-receipts; new receipt at/ar/sales-receipts/create; bulk entry at/ar/sales-receipts/bulk. - Quick create: the + menu has New Sales Receipt under Sales.
The list
Columns: Number, Date, Customer, Deposit Account, Total, Status. Filter by customer, status (Draft, Posted, Void) and dates; save custom views; export to Excel. Top-right: Bulk Sales Receipts and New Sales Receipt. Select drafts to Post to GL or Delete drafts in bulk.
Create a sales receipt
-
Click New Sales Receipt.
-
Fill in the header:
Field Required Notes Issue date Yes Posting date of the sale and the money received. Number — Auto-generated (default prefix SR-).Customer No Leave empty for a walk-in customer, or pick/add one so the sale shows on their history. The name printed on the receipt follows the customer you choose; if you change the customer on a draft, the saved name is updated to match. Project, Price List, Currency No As on invoices, when enabled. -
Add the lines (item or description, Qty, Price, Disc., Tax, Revenue Account). New lines can use only active items that have Available for sale switched on ("This item is not available for sale. Enable Available for sale in item settings to use it on a new sale."); archived items stay on receipts that already use them. A receipt does not show a receivable account: it debits the cash or bank account you choose below, never Accounts Receivable. Choose Excl. tax / Incl. tax and optionally a Document Discount — Before Tax. Purchase-only tax codes are refused ("Purchase-only tax rate cannot be used on sales receipts.").
-
Choose the Deposit Account — the cash or bank account the money went into. The payment method list is filled with Cash, Check, Bank Transfer, Credit Card, Debit Card and Mobile Payment when your organization has none yet. Choosing Cash limits the account list to cash accounts; any other method shows bank accounts. Changing the method clears an account that does not fit.
-
Optional: in Payments ("Optional — how the receipt was paid"), record how it was paid. Click Add for each payment row: Received At date, Method (cash, card, transfer…), Deposit Account, Amount and Reference. Use several rows for a split payment (for example part cash, part card). Total Payments shows the sum.
- If you leave Payments empty, one payment for the full total is created automatically into the Deposit Account ("If left empty, one payment will be auto-created to the deposit account.").
-
Add notes, custom fields and Supporting Documents if needed.
-
Click Save Draft or Save & Post.
Post, unpost and delete
A sales receipt records both a sale and the cash received, so it needs two permissions: posting needs Sales receipts → Post and Post customer payments; unposting needs Void sales receipts and Reverse customer payments. A user who holds only one of the pair is refused. The Sales role can create and edit draft receipts but cannot post them (see Roles and permissions).
- Post to GL on a draft: confirm "Post this sales receipt? A journal entry will be created."
- Unpost a posted receipt to correct it: confirm "Unpost this sales receipt? The journal entry and recorded cash receipt will be reversed and the receipt will return to draft for editing." Edit it, then post again. Unpost is blocked when the date is in a closed or locked period, or the entry is matched in a bank reconciliation ("Journal entry is matched in bank reconciliation").
- Delete a draft: confirm "Delete this sales receipt?"
Sales receipts no longer have a terminal Void action; unpost and correct instead. Receipts voided in the past still show as Void.
The payments created by a sales receipt belong to the receipt. They cannot be posted, reversed or deleted on their own from the Payments area — manage them by unposting or editing the receipt.
SolaStock-managed goods. When SolaStock owns inventory for your organization, a receipt that contains stock-managed items cannot be posted as a cash sale: "This sales receipt includes items whose stock SolaStock manages, so it cannot be posted as a cash sale yet. Record an invoice for these items so the warehouse can dispatch them, or use the cash-sale dispatch flow once it is enabled." Services and non-stock items post normally. See Invoice dispatch and SolaStock fulfilment.
You cannot change the posting date of a posted receipt ("You cannot change the posting date of a posted document. Unpost it first, then edit the date and post again.").
The detail page
Top-right: Back to list, Print, Edit (drafts), Post to GL, Delete, Unpost, Record a payment (posted receipts with a customer — opens a customer payment for that customer), PDF, and — only where your administrator has enabled cash-sale refunds — Refund a cash sale (see Refund receipts). The main area shows lines and totals, a Payments table (date, method, amount, status), Journal entries, Supporting Documents and Discussion. The sidebar shows the summary: Subtotal, Tax, Total, Paid (the total of the receipt's own posted payments) and Balance Due, which is 0.00 for a fully paid receipt. Line item names show the catalog name with the line description under it. Sales receipts have no Send Email panel; download the PDF to share it. The PDF prints the same Paid and Balance Due figures, in the language you are using.
Bulk sales receipts
Bulk Sales Receipts works like bulk invoices: Manual Entry or Import from CSV / XLSX, CSV Template / XLSX Template, Validate / Preview, Save All. Import columns: receipt_date, deposit_account, currency, item_name, revenue_account, quantity, rate, discount, tax_code, tax_inclusive, line_discount_type, document_discount_type, document_discount_value. The batch saves completely or not at all.
Worked example (UAE, 5% VAT)
A walk-in customer buys two printer cartridges at AED 100 each and pays AED 210 by card into your bank account.
| Line | Qty | Price | Tax | Amount |
|---|---|---|---|---|
| Printer cartridge | 2 | 100.00 | VAT 5% | 200.00 |
| VAT 5% | 10.00 | |||
| Total | 210.00 |
Posting creates:
| Account | Debit (AED) | Credit (AED) |
|---|---|---|
| Bank – Emirates NBD (deposit account) | 210.00 | |
| Sales Revenue | 200.00 | |
| Output VAT 5% | 10.00 | |
| Cost of Goods Sold (if the cartridges are stocked items, at cost) | 120.00 | |
| Inventory | 120.00 |
With a split payment (AED 110 cash, AED 100 card), the debit is split between Cash on Hand 110 and Bank 100.
Dimensions on revenue. If you assign reporting dimensions (for example a branch or class) to the receipt lines, the posted revenue and discount lines carry those dimensions, grouped by account and dimension, so dimension reports include the sale. A cash sale of AED 1,000 tagged Branch: Dubai on one line and Branch: Abu Dhabi on another posts two revenue lines, one per branch.
A second example: part cash, part card, with a discount. A walk-in customer buys a bookshelf for AED 2,000 less a 10% line discount (AED 200), VAT 5% on AED 1,800 = AED 90, total AED 1,890.00. Part cash AED 890 and part card AED 1,000 into the Emirates NBD account.
| Account | Debit (AED) | Credit (AED) |
|---|---|---|
| Cash on Hand | 890.00 | |
| Bank – Emirates NBD | 1,000.00 | |
| Sales Revenue | 1,800.00 | |
| Output VAT 5% | 90.00 |
(With gross discount posting, revenue is credited AED 2,000.00 and AED 200.00 is debited to the sales discount account instead.) The receipt shows Paid 1,890.00 and Balance Due 0.00, and its Payments table lists both rows.
Cash sales and the customer statement. If the walk-in customer is a named customer, the receipt appears on their history and in sales reports, but the cash payment is not subtracted on their receivables statement or in their opening balance: a cash sale never created a receivable, so it has nothing to settle. See Customer statements and sales reports.
Effect on A/R aging: none. A sales receipt never creates a receivable, so it does not appear in A/R aging or the customer's open balance. It does appear in sales, VAT and cash reports.
Permissions
| Action | Permission |
|---|---|
| View | Sales receipts → View |
| Create, bulk | Sales receipts → Create |
| Edit drafts | Sales receipts → Edit draft |
| Delete drafts | Sales receipts → Delete |
| Post | Sales receipts → Post and Post customer payments |
| Unpost | Void sales receipts and Reverse customer payments |
Owner, Manager and Accountant have these by default; Viewer is read-only. The Sales role has create and edit-draft only.
Tips
- Pick the right Deposit Account — it is what your bank reconciliation will match against.
- For card sales that settle later net of fees, deposit into a clearing account and record the settlement from Banking.
- If the customer pays only part now, use an invoice and record the partial payment instead.