Other Actions in Sales Receipts

Edit Sales Receipts

If you need to update the details of a sales receipt, you can edit it. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipt you want to edit.
• In the Details page, click Edit at the top.
• In the Edit Sales Receipt page, make the necessary changes.
• Click Save to save the sales receipt, or Save and Send to save and send the sales receipt to the customer.

Send Sales Receipts to Customers

Send Email

You can email the sales receipt to customers later if you missed the option to send it while saving or if you prefer to send it later. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipt you want to send to your customer.
• Click the Send dropdown, and select Send Mail.
• In the Email to page, fill in the following fields:
  • From: Select the mail address from which the email is sent. You can change it if needed or click + Configure Emails from the dropdown and create a new email address.
  • Send To: Select the customer’s or their contact person’s email address. If you need to add a contact person, click + Add Contact Person to add a contact person from the dropdown.
  • Subject: Enter a subject for the email.
  • Attach Sales Receipt PDF: Check this option if you want to include a copy of the sales receipt in the email.
• Click Send.

Send WhatsApp Message

You can send sales receipts to your customers as a WhatsApp message. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipt you want to send to your customer.
• Click the Send dropdown, and select WhatsApp Message.
• In the Send WhatsApp Message page, fill in the following fields:
  • Send To: Select the primary contact or their contact person’s.
  • Message Content: Edit the content under the Message Content field if required. You can insert placeholders by clicking the dropdown next to Insert Placeholders. Click Restore template to revert the changes.
• Click Share.

Send SMS

You can send sales receipts to your customers as an SMS. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipt you want to send to your customer.
• Click the Send dropdown, and select Send SMS.
• In the Notify via SMS popup, select the primary contact or contact person’s to whom you want to send the SMS in the Recipients field.  
• Click Send SMS.

Download Sales Receipt as PDF

If you want to save or share a sales receipt as a PDF, you can download it. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipt you want to download as a PDF.
• Click the PDF/Print dropdown and select PDF.

The sales receipt will be downloaded as a PDF.

Print Sales Receipt

If you need to print a sales receipt, here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipt you want to print.
• Click the PDF/Print dropdown and select Print.
• Check the sales receipt preview and select Print.

View Journal for a Sales Receipt

You can view the journal to see the debit and credit entries associated with the sales receipt. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the required sales receipt.
• Click the More icon, and select View Journal.

The journal entries associated with the sales receipt will be displayed.

Clone Sales Receipt

If you need a new sales receipt with the same details, you can clone the existing one. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipt you want to clone.
• Click the More icon, and select Clone.
• You will be redirected to a New Sales Receipt page with all the cloned details of the selected sales receipt. Review and customize the details as needed.
• Click Save to save the sales receipt, or Save and Send to send the cloned receipt to the customer.

Mark Sales Receipt as Void

If you want to cancel the sales receipt without deleting the transaction, you can mark it as void. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipt you want to mark as void.
• Click the More icon, and select Void.
• In the following popup, enter a reason why you’re voiding this sales receipt, and click Void it.

The sales receipt will be marked as Void. It will remain in your records for reference but will not be included in financial reports.

Delete Sales Receipt

If you no longer need a sales receipt or created it by mistake, you can delete it from Zoho Books. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipt you want to delete.
• Click the More icon, and select Delete.
• In the Delete Sales Receipt? popup, click Delete to confirm.

Lock Sales Receipt

You can lock a sales receipt to prevent users from making changes or deleting the sales receipt until it is unlocked. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipt you want to lock.
• Click the More icon, and select Lock Sales Receipt.
• In the Lock Sales Receipt popup, fill in the following details.
  • Lock Configuration: Select the lock configuration for the sales receipt.
  • Reason for Locking: Enter the reason for locking the sales receipt for future reference.
• Click Lock.

The sales receipt will be locked and cannot be edited or deleted until it is unlocked.

Attach Files to Sales Receipt

You can attach files to your sales receipt. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipt for which you want to attach files.
• Click the Upload Files icon at the top right corner.
• In the Attachments popup, click the dropdown next to Upload your Files and selectthe required upload option.
  • Attach From Desktop: Upload files from your system.
  • Attach From Documents: Upload files from documents saved in Zoho Books.
  • Attach From Cloud: Upload files from your cloud account.

You can delete the uploaded file by clicking the Delete icon. Hover over the uploaded file and click the More icon to Download, Remove or open the file in a new tab.

You can attach up to 10 files to each sales receipt. The size limit for each file is 10 MB.

View Comments & History of a Sales Receipt

You can view comments and activities related to a sales receipt in Zoho Books. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipt for which you want to view comments and history.
• Click the Comments & History icon at the top right corner of the page.

Users in your organisation can view the comment. Customers can also view and reply to the comment if they have access to the Customer Portal.

Bulk Update Sales Receipts

Update Fields in Bulk

You can use the bulk update option to update a specific field in multiple sales receipts at once. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipts that you want to update in bulk.
• Click Bulk Update at the top of the page.
• In the Bulk Update Sales Receipts popup, select the field you want to update from the dropdown and enter the new information.

• Click Update.

Now, the selected sales receipts will be updated with the new information.

Download Sales Receipts in Bulk as a PDF File

You can download the selected sales receipts as a PDF file, with each sales receipt on a separate page. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipts that you want to download in bulk.
• Click the Export as PDF icon at the top of the page.

Now, the selected sales receipts will be downloaded to your device as a PDF file, with each sales receipt on a separate page.

Print Sales Receipts in Bulk

You can print the selected sales receipts in bulk. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipts that you want to print in bulk.
• Click the Print icon at the top of the page.
• In the Preview popup, review the sales receipts and click Print.

You will be redirected to your default printing application, where you can configure the print settings, select the required printer, and print the sales receipts.

Delete Sales Receipts in Bulk

If multiple sales receipts were imported incorrectly, or are no longer required, you can delete them in bulk. Here’s how:

• Go to Sales on the left sidebar, and select Sales Receipts.
• Select the sales receipts that you want to delete in bulk.
• Click Delete at the top of the page.
• In the confirmation popup, click OK.

The selected sales receipts will be permanently deleted from your Zoho Books organisation.