Create or Edit an Official Receipt - Smarter Sales & Inventory Management | Zayls

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Knowledge Base Sales | Create or Edit an Official Receipt

Create or Edit an Official Receipt

Create an Official Receipt:

There are several ways to create a official receipt:

  • Create an official receipt through the Billing Statement transaction
  • Create an official receipt using the Official Receipt Module

 

Create an Official Receipt through the Billing Statement transaction:

  1. Click an Billing Statement.
  2. In the Official Receipt pane, click Add.
  1. In the New Official Receipt Window, the CustomerDate Collected, Billing Statement Number, and Billing Statement Amount to Pay are already filled by default. You may also select a new Billing Statement, enter your Remarks, Date Collected, or update the Billing Statement Amount to Pay.
  2. Under the Official Receipts tab, you can create a new payment entry and indicate the Payment Amount for the payment. While, in the Customer Deposits tab, you can choose existing Customer Deposits and indicate the payment amount.

Different Payment Entries could be used to pay for a single Billing Statement or vice-versa.

The Payment Amount is determined by the Payment Entries that is used in the Official Receipt.

5. Once done, click Save to save the transaction or Cancel to terminate the form.

If the Payment Amount is not equal to the Total amount, the Official Receipt would not go through

6. A successful message will appear at the top-right hand corner and you’ll be able to see the newly created official receipt. You can click the message to create another official receipt.

7. When you go back to Sales OrdersBilling Statements overview or to an existing Sales Order / Billing Statement, you would be able to see that the official receipts panel has been updated.

Create an Official Receipt using the Official Receipts Module:

  1. In the Official Receipts overview, click New Official Receipt.

2. In the New Official Receipts Window, you may enter the Customer and the Date Collected. You may also specify the Billing Statements and the amount to pay for each billing statement under the Billing Statements tab.

3. Under the Official Receipts tab, you can create a new payment entry and indicate the Payment Amount for the payment. While, in the Customer Deposits tab, you can choose existing Customer Deposits and indicate the payment amount.

Different Payment Entries could be used to pay for a single Billing Statement or vice-versa.

The Payment Amount is determined by the Payment Entries that is used in the Official Receipt.

4. Once done, click Save to save the transaction or Cancel to terminate the form.

If the Payment Amount is not equal to the Total amount, the Official Receipt would not go through

5. A successful message will appear at the top-right hand corner and you’ll be able to see the newly created official receipt. You can click the message to create another official receipt.

6. When you go back to Sales OrdersBilling Statements overview or to an existing Sales Order / Billing Statement, you would be able to see that the official receipts panel has been updated.

OR# is auto-generated but you can override and type in a different number. To check the form’s next auto-generated numbers, click here.

Tag a Sales Return to an Official Receipt:

  1. In the New Official Receipt window, click the Returns tab.
  2. Select a Sales Return. You may select multiple Sales Returns. You may also update the Amount.
  3. Once done, click Save to save the transaction or Cancel to terminate the form.

Tag an Addition to an Official Receipt:

  1. In the New Official Receipts window, click the Additions tab.
  2. Select an Adjustment Type. You may select multiple Adjustment Types. You may also enter a Description and update the Amount.
  3. Once done, click Save to save the transaction or Cancel to terminate the form.

Tag a Deduction to an Official Receipt:

  1. In the New Collection window, click the Deductions tab.
  2. Select an Adjustment Type. You may select multiple Adjustment Types. You may also enter a Description and update the Amount.
  3. Once done, click Save to save the transaction or Cancel to terminate the form.

Edit an Official Receipt through the Billing Statement transaction:

  1. In the Billing Statements overview, click a Billing Statement.
  2. In the Official Receipts paneclick the OR Number.
  3. Click Edit.
  4. Enter the new details and then click Save located at the bottom. A message will appear if the official receipt is saved successfully.

 

Edit an Official Receipt using the Official Receipts Module:

  1. Click the Official Receipt you want to edit.
  2. Click Edit.
  3. Enter the new details and then click Save located at the bottom. A message will appear if the official receipt is saved successfully.

If you are not able to create or edit an Official Receipt that means the admin did not give you access to Official Receipt – Modify.

Add Comments to an Official Receipt: 

The comment feature allows you to leave important messages to keep everyone informed.

  1. In the Official Receipt record, scroll down to view the Comments section.
  2. Enter your message in the Comment box.
  3. You may also add attachments such as photos or files.  Click Add attachment below the Comment box. A Dialog box asking the location of the file will appear. Click the file you want to upload and then click Open.
  4. Once finished, click Post. A successful message will appear, and the new message will display on top of the conversation.

Edit or Delete a Comment:    

  1. Find the comment you want to edit or delete.     
  2. Click  .    
  3. To update the comment, click Edit. To delete the comment, Click Delete.

Only accounts with admin account type can delete comments made by other regular users.