A receipt is a document serving as proof of a transaction that has taken place between a customer and a vendor.  It serves as evidence that a payment has been made for a product or service and specifies the details of the purchase, such as the items bought, quantities, prices, and any applicable taxes or discounts.

Receipts are vital for accurate financial records, consumer protection, and facilitating financial and legal processes.

On Tyms, all sales receipts are listed on the sales table, alongside other sales - quotes, prepaid income, and invoices.

To view only sales receipts amongst the other sales, filter by type, and select "sales receipt".

Here is a brief guide on generating a receipt for your existing record.

Steps to Create a Sales Receipt

Step 1: How to create a sales receipt

1. Navigate to the Revenue Module from the module list in the top left corner of your screen.
2. Here, you’ll see the sales table and related options.
3. Click "New Button" and select “Sales Receipt” from the options.
4. Enter the basic details:
   • Input the Title for the receipt.
   • Select the Currency from the dropdown list.
   • Choose the Customer from your pre-added contact list.
   • Enter the transaction Date for the receipt
   • The Receipt Number is auto-generated but can be edited.
   • Select the Revenue Account from the dropdown lists.

Step 2: Revenue Account Settings (Optional)

After selecting the revenue account, there are two optional checkboxes:

1. Split revenue to another account:
   • Check this box if part of the revenue will be split into another account.
   • Select the Split Account from the dropdown lists and input the Split Percentage.
2. Set Account, Discount, and Tax Per Item:
   • Check this box to set individual accounts, discounts, and taxes for each item.
3. If you don’t require any of these options, leave the box unchecked and proceed to the next step.

Step 3: Add the items and relevant details

1. Click the “Add New Item” to select the item from your inventory.
2. Enter additional details like quantity and rate.
3. You can further customize your receipt with the following optional fields:
   • Payment Terms: Specify any payment conditions.
   • Memo: Add a note for internal use.
   • Branch: Select the branch if multiple branches are added to your system.
   • Department: Choose a department from your system if applicable.
   • Project: Link the quote to a project you created if needed.
   • Attachment: Upload any related documents or files.

Step 4: Inputting Overall Discount, Tax, and Shipping Fee (Optional)

1. If the sales receipt has any discounts, taxes, or shipping fees for the overall item, you can add it:
   • Discount: Choose a percentage (%) or a fixed amount.
   • Tax: Select a tax from your system.
   • Shipping Fee: Input the shipping cost, if applicable.
   • Pay Through (Required): Select the payment method (e.g., cash, bank transfer).
2. To add shipping information, check the box for Enable Shipping Information and fill in:
   • Shipping Name
   • Shipping Email
   • Shipping Phone Number
   • Shipping Address

Step 5: Saving the Receipt

Once you’ve entered all the details you need:

1. Save as Draft: This allows you to edit the receipt later.
2. Save as Published: Finalizes the sales receipt and marks it as paid.
3. Publish and Send: Marks the receipt as paid and opens up the interface to send it directly to the customer.
4. After confirmation, the sales receipt details will be displayed on the sales table

Managing Sales Receipts with Individual and Bulk Actions

In the Actions column of the overview table, each entry has a menu (three dots) that allows individual actions and checkboxes for bulk actions.

Individual Actions (3-Dot Menu):

1. Preview: View the sales receipt before sending it.
2. Edit: Make changes to the sales receipt.
3. Send: Send directly to the customer via email
4. Duplicate: Create a copy of the sales receipt.
   • If the original receipt has either a Paid or Draft status, the duplicate will have a Draft status until it is saved as published.
5. Delete: Remove the quote if it’s no longer needed.

Bulk Publish Draft Sales Receipts:

1. Select the checkboxes for each sales receipt in Draft status.
2. Once selected, the Publish button will appear.
3. Click "Publish" to update all selected sales receipts to Published status.

Bulk Delete Sales Receipts:

1. You can bulk delete sales receipts in either Draft or Published status.
2. Select the checkboxes for the sales receipts you want to delete.
3. The "red trash bin delete icon" will appear; click it to delete all selected sales receipts.

Bulk Export Sales Receipts to Excel:

1. Use the checkboxes to select the sales receipts you wish to export.
2. Once the sales receipts are selected, click the "Export to Excel icon" that appears.
3. The selected sales receipts will be exported to an Excel file, and downloaded to your device.

Previewing and Sending the Sales Receipts to the Customer

1. Preview Options:
   • Locate the Preview option in the action column.
   • When previewing the sales receipts, you can:
     • Click the "Print icon" to print the quote.
     • Click the "Download icon" to save it as a PDF.
2. Access the Send Option:
   • Locate the Send option in the action column.
   • Alternatively, click Preview to view the sales receipt, then find the Send button.
   • You can also select Publish and Send while saving the sales receipt to send it directly.
3. Send Email:
   • The customer’s email will automatically populate in the Recipient field.
   • To copy someone on the email, ensure the user is already added to your system.
   • You can customize the email body as needed.
     • (Tip: You can create and save an email template for repeated use.)
   • Click the Send button to email the sales receipt to the customer.