Receipts
A receipt records money received from a customer - a payment voucher you can print and hand over. Receipts are recorded against a customer (not a single invoice), can be refunded, and unlike invoices they can be edited or deleted while they are still active.
A Receipt is a standalone voucher for cash/cheque received from a customer. A Customer Payment is money applied to a specific invoice, which lowers that invoice's balance due. Use a receipt for a general payment voucher; use a payment when you are settling a particular bill.
Recording a receipt
- Open Receipts → NewThe receipt form opens.
- Set the date and methodEnter the receipt date and how the money came in.
- Pick the customerTheir name and PAN fill in automatically.
- Enter the amount and saveThe receipt is numbered and ready to print or email.
The form, field by field
Receipt header
| Field | Required | What to enter |
|---|---|---|
| Receipt Date (BS) BS date | Yes | The date the money was received, in Bikram Sambat. |
| Payment Method select | Yes | How it was received - Cash, Cheque, Creditor (set against an outstanding balance) or Other. |
| Method Detail text | Optional | A finer description of the method - card, online_transfer, wallet and so on. |
| Reference text | Optional | The cheque number or transaction ID, so you can trace the payment later. |
Customer
| Field | Required | What to enter |
|---|---|---|
| Customer picker | Yes | The customer who paid. Choosing one auto-fills the name and PAN. |
| Customer Name text | Auto | Filled from the chosen customer; editable. |
| Customer PAN text | Optional | The customer's 9-digit PAN, where relevant. |
Amount
| Field | Required | What to enter |
|---|---|---|
| Total Amount amount | Yes | The amount received. Must be greater than zero. |
| Remarks text area | Optional | A free note printed on the receipt. |
Refunds
To return money to a customer, open the receipt and choose Refund. A refund needs:
| Field | Required | What to enter |
|---|---|---|
| Amount amount | Yes | How much to refund. Can be the whole receipt or part of it. |
| Reason text | Yes | Why - at least 3 characters. Kept for the record. |
| Refund Date (BS) BS date | Optional | When the refund was made; defaults to today. |
| Method Detail text | Optional | How the refund was paid out. |
After a refund the receipt's status becomes Refunded or Partial refund depending on how much you returned.
Status and actions
A receipt is Active, Refunded, Partial refund or Void. While active you can edit or delete it; you can also print, reprint, email and export the receipt voucher.
For cheque and transfer receipts, always fill the Reference (cheque number or transaction ID). It is the quickest way to match a receipt to a bank entry at reconciliation time.