Sales Receipts
Overview
Sales receipts are used to record payments received from customers. They can be created independently or linked to sales invoices to track payment status. When created, receipts generate transactions on the general ledger based on the payment method, customer details, and other relevant data.
Fields of the Sales Receipt Form Explained
- Transaction Date: The transaction date of the receipt. This is the primary date used to record all the receipt-related transactions on the general ledger. It will default to today's date but can be manually changed based on your organization's settings.
- Description: A free-text field to add any notes or description about the receipt. This is optional and purely for reference purposes.
- Customer: The customer from whom the payment is received. The receipt will be linked to the customer record and will inherit the customer's details. Once the receipt is created, the customer details are saved as a snapshot.
- Cash Account: The bank or cash account where the payment is received. This determines which account will be credited when the receipt is confirmed. The account selection may be limited based on the payment method chosen.
- Payment Amount: The amount received from the customer. This amount can be fully or partially allocated to one or more invoices if linking to existing invoices.
- Transaction Note: This is a text field to add any notes or description about the invoice. This is optional and purely for reference purposes. It does not show up on the printed invoice, only shows up on the general ledger and account statements of the related transactions.
- Payment Method: If you have receipt payment methods configured, you must select the payment method used for the receipt, it becomes a required field. You can read more about receipt payment methods here.
Sales Receipts Other Properties
- Receipt Reference: Automatically generated by Mezan based on your organization's counters settings. It is only generated after the receipt is confirmed for the first time and serves as a unique identifier within the organization.
- Confirmation Status: Can be "Draft" or "Confirmed". This status influences whether the receipt appears in reports by default. Confirmed receipts generate transactions on the general ledger.
- Organization Member: The team member who created the receipt. It is automatically populated by the system based on the user who created the receipt. It is useful for reporting, permissions, and audit purposes.
- Linked Invoices: Shows which sales invoices this receipt is linked to for payment tracking. A receipt can be linked to multiple invoices, and the linking can be partial or full amounts.
Transactions Generated by Sales Receipts
A sales receipt typically generates at least 2 core transactions, with possible additional transactions based on payment method costs:
- Cash Account: A debit transaction is created on the selected cash account.
- Accounts Receivable: A credit transaction is created on the accounts receivable account of the customer.
- Payment Method Costs: If a payment method is associated and has costs configured, it can also generate additional transactions for the costs of payment processing.