Basic Functions for Sales Receipts
Enable Sales Receipts
You will have to enable sales receipts module to view and create sales receipts transactions in Zoho Books. Here’s how:
- Go to Settings.
- Under Organization Settings, select General under Preferences.
- Under Select the Module you would like to enable, check Sales Receipts .
- Click Save.
Now, you can start creating and sending sales receipts to your customers.
Create Sales Receipts
Once you’ve enabled sales receipts and configured the preferences, you can start creating sales receipts in Zoho Books. Here’s how:
- Go to Sales on the left sidebar, and select Sales Receipts.
- Click + New in the top right corner.
- In the New Sales Receipt page, fill in the following fields:
| Fields | Description |
|---|---|
| Customer Name | Enter the customer’s name or click the search icon to select an existing customer. If you did not add any value, the sales receipt will be created for the Walk-in Customer by default. |
| Receipt Date | Choose the date. By default, the current date is auto-filled. |
| Location | Choose the location that you would like to associate with this transaction. |
| Transaction Series | Select the transaction series to auto generate sales receipt number. You can find only the transaction series associated with the selected location. |
| Sales Receipt# | The sales receipt number is auto-generated based on your organization’s transaction number series preferences. You can also enter a sales receipt number manually. |
| Salesperson | Select a salesperson, if necessary. |
| Warehouse Location | Select the warehouse location from which the item will be sold. The available warehouse locations are based on the selected location. |
| Selection Type | Select a selection type to choose how you want to add items to the sales receipt. Choose Single Location to select items from one location, or Multiple Location to select items from multiple locations. |
| Item Tax Preference | Select whether the item prices in the sales receipt are Tax Inclusive or Tax Exclusive. |
| Select Price List | Select a price list to apply custom rates to the items in the sales receipt. If the selected customer is associated with a price list, it will be applied automatically. |
| Item Table | Enter or select the items, quantity, rate and tax details you need to include in this transaction. |
| Scan Item | Scan the item’s barcode or QR code to quickly search and add the item to the sales receipt. |
| Bulk Actions | Choose this option to update multiple items in the table at once. Select Bulk Update Line Items from the dropdown, then click Update Reporting Tags to update the reporting tags of multiple items, or Update Account to change the account for multiple items. You can also select Show All Additional Information from the dropdown to view the reporting tag and account fields for each item in the table and update these fields individually. |
| + Add New Row | Click this option to add a new row, allowing you to select items from the dropdown. In the dropdown, select Add New header to add a new header, allowing you to organize related items in the item table. |
| + Add Items in Bulk | Select this option to add multiple items at once. In the Add Items in Bulk popup, choose multiple items, select quantity and click Add Items. |
| Discount | Enter the discount percentage if the sales receipt qualifies for a discount. |
| Shipping Charge | Enter the shipping charges in this field if the transaction includes shipping costs. |
| Adjustment | Enter the adjustment amount in this field. Use a + sign to add an amount and a - sign to reduce the transaction amount. |
| Customer Notes | Enter notes that you want to display to the customer. If you have configured customer notes in sales receipt preferences, they will appear here by default. |
| Terms and Conditions | Enter the terms and conditions for the sales receipt. If you have configured tems and conditions in sales receipt preferences, they will appear here by default. |
| Attach File(s) to Sales Receipt | Click Upload File to attach supporting documents to the sales receipt. You can upload up to 5 files, with a maximum size of 10 MB per file. |
| Payment Mode | Choose the payment mode the customer used to pay the amount. Click Configure Payment Mode if you want to add any additional payment modes for the customer. |
| Deposit To | Choose the account where the customer’s payment amount should be recorded. |
| Reference# | Enter the reference number of the payment received. |
| Share Sales Receipt With | If you selected an existing customer, choose the contact persons with whom you want to share the sales receipt. Click + New Contact Person from the dropdown, to add and associate a new contact person with the customer,. |
- Click Save to save the sales receipt, or click Save and Send to save the receipt and send it to the customer, or click the dropdown and select Save and Print to save and print the sales receipt.
Note: The payment recorded for a sales receipt will not be listed under the Payments Received module. This amount will only be recorded under the account you have chosen.
Now, when you save the sales receipt, the system instantly records the payment and changes the status to Paid. You can also choose to send it to the customer later.
Import Sales Receipts
If you have existing sales receipts stored locally or you’re migrating from another accounting system, you can import them into Zoho Books. Here’s how:
- Go to Sales on the left sidebar, and select Sales Receipts.
- Click the More Actions icon in the top right corner and select Import Sales Receipts.
- In the Sales Receipts - Select File page, click Choose File to select the file from your computer that you want to import or click the dropdown for upload options.
- Attach From Desktop: Upload files from your computer.
- Attach From Cloud: Upload files from your cloud account.
- Attach From Documents: Upload files from documents saved in Zoho Books.
Notes:
- You can only import files in CSV, TSV, and XLS formats.
- The file size must not exceed 25MB.
Pro Tip:
- Download the sample CSV file or sample XLS file and compare it with your import file to ensure that it matches the required import format.
- If your file is in a different format, convert it to one of the supported file formats using an online or offline converter before importing.
- After selecting the file, fill in the following fields:
- Character Encoding: The default is UTF-8 (Unicode). Ensure you select the correct encoding based on your file.
- File Delimiter: The default is Comma (,). Modify the delimiter based on your file.
- Auto-generate Invoice Numbers: Check this to automatically generate invoice numbers based on your Zoho Books settings. Invoice numbers in the import file will be ignored.
- Click Next >.
- In the Map Fields page, configure the following details:
- Default Data Formats: By default, the Date is set to Select format at field level, and the Decimal Format is set to 1234567.89. Click Edit icon to customize the format if needed.
- Map the Zoho Books Fields to the corresponding Imported File Headers.
- Click Save these selections for use during future imports to reuse the mapped fields for future imports.
- Click Next >.
- In the Preview page, review the mapped fields and click Import.
The sales receipts from the import file will be imported into Zoho Books. Any records with errors will be skipped. You can correct the errors in the import file and import them again.
Export Sales Receipts
If you want to save a copy of your sales receipts locally or use them for reporting and analysis, you can export them from Zoho Books. Here’s how:
- Go to Sales on the left sidebar, and select Sales Receipts.
- Click the More Actions icon in the top right corner and select Export Sales Receipts.
- In the Export Sales Receipts popup, configure the following export options.
- Module: By default, displays Sales Receipts as the selected module.
- All Sales Receipt: Select this option to export all recorded sales receipts.
- Specific Period: Select this option to export sales receipts for a specific date range. Then, select the Start Date and End Date.
- Export Template: Select the export template that you want to use for the export. If you don’t have a export template, click + New Template from the dropdown. In the New Export Template pop-up, fill in the following fields:
- Template Name: Enter the name of the export template.
- Choose the fields that you want to include in the export file. Click + Add New Field to include additional fields in the export template. Drag and drop the fields to rearrange the order in which they appear in the export file.
- Click Save and Select.
- Decimal Format: Select the decimal format for numeric values in the export file.
- Export File Format: Choose the format of the export file. The available formats are CSV, XLS, and XLSX.
- Include Sensitive Personally Identifiable Information (PII) while exporting: Check this option to include PII data in the export file.
- File Protection Password: Enter a password to encrypt the export file and protect it from unauthorised access.
- Click Export.
Note: You can only export the first 25,000 rows of data from Zoho Books. If you’ve recorded data more than this limit, create a backup of your data and download it.
The sales receipts will be exported and downloaded in the selected file format.