Sales Receipts Operations
Sales Receipts in Zoho ERP allow you to record immediate payments received from customers at the time of sale. From creating a sales receipt to recording payment details, you can perform all essential actions in a single workflow to ensure accurate and timely accounting.
Creating a Sales Receipt
Log in to your Zoho ERP organization.
Click Sales in the left sidebar.
Select Sales Receipts from the Invoices dropdown in the top module bar.
Click the + New icon in the top right corner of the page.
In the New Sales Receipt page, fill in the necessary details.
Customer Name- Enter the customer for whom you are creating the sales receipt. You can click the Search icon next to the Customer Name field to look up customers available in your organization. This helps you quickly select the correct customer without manually entering details.
Receipt Date - Choose the date on which the sales receipt is recorded.
Sales Receipt # - The sales receipt number is auto-generated based on your organization’s transaction number series preferences.
Click the Settings icon next to the field to configure a different format.
You can set up multiple transaction number series with unique prefixes to organize sales receipts by branch, region, or business unit. To modify or create a series, click Configure, this will redirect you to the Transaction Number Series Settings.
Or, you can choose Continue auto-generating sales receipt numbers, to automatically generate sales receipt numbers in sequence, you can customize the Prefix and Next Number in the respective fields. You can check the Restart numbering for sales receipts at the start of each fiscal year box to automatically restart numbering at the beginning of every fiscal year.
Or, you can choose Enter sales receipt number manually to enter the sales receipt number manually as required by your business.
Note:
Once multiple transaction series are enabled, you must select the required series from the Transaction Series dropdown while creating each sales receipt. This helps you track sales receipts based on different series.o a different payment clearing cash or bank account.
Salesperson - Select the salesperson responsible for this sale, if applicable. This helps in tracking individual performance and generating salesperson-wise sales reports.
Select Price List: Choose the price list for the items in the sales receipt.
Item Table: In the Item Table, add the products or services included in the sale. For each item, fill in the following details:
Quantity - Enter the quantity for each item.
Rate - The rate will be auto-filled based on the item’s rate you set. Modify it if needed. Click Apply Price List under this field to select a price list for the item.
Tax - The applicable tax will be auto-filled based on the item or the customer’s tax configuration, you can edit if required.
Discount - Enter a Percentage (%) or Amount for discounts for the items.
Scan Item - Scan the barcode or enter the SKU to instantly add an item to the sales receipt. This saves time and reduces manual search efforts.
Bulk Actions - Click this option to perform bulk actions in the Item Table. Select Bulk Update Line Items from the dropdown to update the Reporting Tags and Account of each item in the table or select Show Additional Information to show and update the reporting tags and account for each line-item in the table.
Click + Add New Row to add additional rows for items.
Click Add Items in Bulk to add multiple items at once.
Shipping Charges - Add shipping costs for your items. Click Apply Tax on Shipping Charge to select a tax on shipping.
Adjustment - Enter adjustments if needed. Use a Negative (-) sign to reduce the amount.
Customer Notes - Add notes to display them in the sales receipt.
Terms and Conditions - Add your business terms and conditions for the sales receipt.
Insight:
You can configure default Customer Notes and Terms and Conditions for all the sales receipts you create in your organization in the Settings. Or, you can enter the Notes or Terms & Conditions and check the Use this in future for all sales receipts of all customers checkbox to update it for all future sales receipts.
- Attach File(s) to Sales Receipt - Click Upload File to attach a file to the sales receipt.
Note:
You can upload a maximum of 5 files, 10MB each
Payment Details - Update the payment information in this section.
Payment Mode: Select the mode of payment used by the customer.
Reference#: Enter the reference number for the payment.
Deposite To: Select the account in which the payment is recorded.
Note:
The payment recorded here will not be listed under the Payments Received section. This amount will only be recorded under the account you have chosen.
- Click Save to save the sales receipt or Save and Send to save and send the sales receipt to the customer’s email. Or, Click Save and Print to save the sales receipt and print the sales receipt in one action.
Pro Tip:
To create a sales receipt directly from the Home page, click the Quick Create button in the top right corner and select Sales Receipt from the dropdown.
Importing Sales Receipts
Scenario:
Zylker Inc is migrating from another accounting system and wants to import all the existing sales receipts in bulk. Using the Import Sales Receipts option, Zylker can import all the sales receipts into Zoho ERP effortlessly, instead of having to add them manually. This saves time and manual efforts for the business.
Here’s how you can import sales receipts to your organization:
Log in to your Zoho ERP organization.
Click Sales in the left sidebar.
Select the Sales Receipts tab from the Invoices dropdown in the top module bar.
Click the More icon in the top right corner and select Import Sales Receipts from the dropdown.
In the Import - Select File page, click Choose File and select the file you want to import.
Note:
You can only import files in CSV, TSV, and XLS formats. The file size must not exceed 10MB.
Pro Tip:
You can download and use the sample file as a reference for the format, and if needed, fill in the data you want to import.
After you select the file, under the Configure tab, 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 Sales Receipt Numbers: Check this to automatically generate sales receipt numbers based on your Zoho ERP settings. Sales receipt numbers in the import file will be ignored.
Click Next >.
In the Map Fields tab, complete the following:
Default Data Format: The default Date format will be Select format at field level, and the Decimal format will be 1234567.89. Uncheck the Select Format At Field Level box to customize the date if needed.
Map the necessary fields based on your preferences.
Check the Save these selections for use during future imports box to reuse the mapped fields for future imports.
Click Next >.
Then, in the Preview tab, review the fields you mapped and click Import.
Now, the file containing the sales receipts will be imported into your organization.
Managing Sales Receipts
Edit a Sales Receipt
You can make changes to a created sales receipt.
Here’s how:
Log in to your Zoho ERP organization.
Click Sales in the left sidebar.
Select the Sales Receipts tab from the Invoices dropdown in the top module bar.
Select the sales receipt you’d like to edit.
Click Edit in the sales receipt details page.
Make the necessary changes and click Save.
Your sales receipt will be updated with the information.
Note:
You can apply discounts only while creating a sales receipt.
Send Sales Receipt to Customer
Insight:
For sales receipts created with no Customer Name, it will by default be categorized as Walk-in Customer. You cannot update customer details and send email of a sales receipt to a walk-in customer. you can edit the customer details in the sales receipt and send the sales receipt instead.
Here’s how:
Log in to your Zoho ERP organization.
Click Sales in the left sidebar.
Select the Sales Receipts tab from the Invoices dropdown in the top module bar.
Select the sales receipt you’d like to send.
Click Send Email on the top.
In the Email notification page, you can select or update the email recipient information. Learn more about email notifications.
You can check the Attach Sales Receipt PDF box to include the PDF copy of the sales receipt with the email.
Click Send.
The sales receipt will be sent to the selected recipients.
Print Sales Receipt
You can print your sales receipt from your Zoho ERP organization.
Here’s how:
Log in to your Zoho ERP organization.
Click Sales in the left sidebar.
Select the Sales Receipts tab from the Invoices dropdown in the top module bar.
Select the sales receipt which you want to print.
Click the PDF/Print dropdown and select Print.
Preview the sales receipt and select Print to print your sales receipt.
Download as PDF
You can download your sales receipt from your Zoho ERP organization. Here’s how:
Log in to your Zoho ERP organization.
Click Sales in the left sidebar.
Select the Sales Receipts tab from the Invoices dropdown in the top module bar.
Select the sales receipt which you want to download as PDF.
Click the PDF/Print dropdown and select PDF.
The sales receipt will be downloaded as a PDF.
Clone Sales Receipt
If you want to create a sales receipt with the same details as an existing one, you can choose to clone it rather than create a new sales receipt, this saves time and avoids manual errors.
Here’s how:
Log in to your Zoho ERP organization.
Click Sales in the left sidebar.
Select the Sales Receipts tab from the Invoices dropdown in the top module bar.
Select the sales receipt to clone.
Click the More icon and select Clone.
Make necessary changes in the New Sales Receipt page.
Click Save to create a new cloned sales receipt.
Void Sales Receipt
Warning:
This action is irreversible. Once you void a sales receipt, the journal entry will also be removed and there will be no account for that sales receipt in your accounts.
Once you void a salesreceipt, it will not reflect on any of your sales transactions or reports. To void a sales receipt:
Log in to your Zoho ERP organization.
Click Sales in the left sidebar.
Select the Sales Receipts tab from the Invoices dropdown in the top module bar.
Select the sales receipt to void.
Click the More icon and select Void.
Enter a reason and click Void it.
Delete Sales Receipt
Warning:
Once you delete a salesreceipt, you will not be able to retrieve it again. You can void a sales receipt instead.
To delete a sales receipt:
Log in to your Zoho ERP organization.
Click Sales in the left sidebar.
Select the Sales Receipts tab from the Invoices dropdown in the top module bar.
Select the sales receipt to delete.
Click the More icon and select Delete.
Click Delete it to confirm.
Pro Tip:
If you want to keep a copy of a salesreceipt but don’t want it to reflect on any reports or accounts, you can void it.
View Journal Entry
Each sales receipt automatically creates a journal entry to record the accounting impact of the transaction. This journal entry shows how the payment received is accounted for in your books, ensuring your sales and cash balances are accurately reflected. You can view this journal entry directly from the sales receipt to understand how the amounts are posted across accounts.
To view the journal entry for a sales receipt:
Log in to your Zoho ERP organization.
Click Sales in the left sidebar.
Select the Sales Receipts tab from the Invoices dropdown in the top module bar.
Select the sales receipt to see the journal.
Click the More icon and select View Journal.
You’ll be directed to the journal entry below your sales receipt.
Here, you can see how the transaction is recorded in your accounts, the cash or bank account where the amount is deposited is debited, and the sales amount is credited from the Undeposited Funds account.
Note:
Undeposited Funds is a temporary holding account used to track payments you’ve received but haven’t yet deposited into your accounts. Once the amount is deposited, it can be moved from Undeposited Funds to the appropriate account, helping you match your deposits accurately.
If required, you can change this Undeposited Funds account from Settings to a different payment clearing cash or bank account.
Add Attachments to Sales Receipt
You can attach up to 10 files of 10MB each to a sales receipt.
To attach files to a salesreceipt:
Log in to your Zoho ERP organization.
Click Sales in the left sidebar.
Select the Sales Receipts tab from the Invoices dropdown in the top module bar.
Select the sales receipt for which you want to attach the file(s).
Click the Attach icon on the top right corner of the page.
Select your upload option.
| Upload options | Description |
|---|---|
| Drag & Drop | Drag and drop files from your device. |
| Cloud | Upload files from your cloud account. |
| Documents | Upload files from documents saved in your Zoho ERP account. |
| Desktop | Upload files from your local device. |
You can Download, Delete or Remove the files by clicking the options below the uploaded files.
Note:
If you Delete a file, it will be permanently deleted from your account. If you Remove a file, it will be removed from the transaction but will still be present in your documents tab.
View Comments & History of Sales Receipt
You can view all comments and activity related information of a sales receipt from the Comments & History. This includes notes added by users and a complete history of actions such as creation, edits, and status updates, helping you track changes and maintain clear records.
Other Actions in Sales Receipts
You can perform additional actions in the Sales Receipts list page to quickly find, organize, and manage sales receipts based on your business needs.
Filter Sales Receipts
You can filter sales receipts to view them based on specific criteria such as paid, or voided sales receipt. Filtering helps you focus only on the sales receipts that are relevant to your current task, making it easier to review and manage records efficiently.
View Sales Receipts By Period
You can group and view sales receipts based on a selected period, such as today, this week, this month, this quarter and like wise. This helps you analyze sales receipts within a specific timeframe and track collections over different periods.
Scenario:
Riya wants to review all sales receipts created in the current month to reconcile daily cash collections. She selects This Month under the View By: Period option to quickly see all relevant sales receipts in one place.
Sort Sales Receipts
You can sort the sales receipts list to organize records based on your preference. Click the column header such as Sales Receipt Number, Customer Name, Receipt Date, or Amount, to sort the list in ascending or descending order. This helps you quickly locate specific sales receipts or review recent transactions. Here’s how:
- Go to Sales on the left sidebar.
- Select Sales Receipts on the top modular bar.
- Click the column based on which you want to sort. The sorting will be in ascending or descending order, as indicated by the arrow next to the column. OR
- Click the More icon in the top right corner.
- Hover over Sort By and choose the option based on which you want to sort.
Refresh Sales Receipts List
Click Refresh to reload the sales receipts list and display the most recent updates. This is useful when new sales receipts are created or existing ones are modified by other users in real time.
- Go to Sales on the left sidebar.
- Select Sales Receipts on the top modular bar.
- Click the More icon in the top right corner and select Refresh List from the dropdown.
Reset Column Width
If column widths have been adjusted, you can use Reset Column Width to restore all columns to their default size. This helps maintain a clean and consistent list view, especially after resizing multiple columns.
- Go to Sales on the left sidebar.
- Select Sales Receipts on the top modular bar.
- Click the More icon in the top right corner and select Reset Column Width from the dropdown.
Customize Column
You can customize the sales receipts list view by choosing which columns to display. Select or remove fields based on what information you want to see on the list page. You can customize the view with fields such as payment mode, salesperson, or amount received. This allows you to tailor the view to match your workflow.
- Click Sales on the left sidebar.
- Select Sales Receipts on the top modular bar.
- Click the Customize icon next to Name.
- Select Customize Columns.
- Mark the columns that you want to display in the list page and unmark the columns that you don’t want to display.
- Rearrange the order of the columns by dragging and dropping the icons next to them.
- Click the Pin Column icon next to columns that you want to pin in the list page.
- Click Save. Once saved, the selected columns and their order will be applied to the Sales Receipts list page. Pinned columns remain visible as you scroll, allowing for easier navigation and better visibility of key plan details.
Clip Text
Use the Clip Text to clip long text in the list page. This keeps the list view compact and readable while still allowing you to open the record to view full details when needed.
- Click Sales on the left sidebar.
- Select Sales Receipts on the top modular bar.
- Click the Customize icon next to Name.
- Select Clip Text. The text will be clipped to fit the column size.
- To wrap text inside the column, click Wrap Text.
Once configured, the selected display option will be applied to the columns. Clipping text keeps the list compact, while wrapping ensures all information is visible within the column without resizing.
Advanced Search Within Sales Receipts
Advanced Search allows you to search for sales receipts using multiple conditions. You can define criteria such as customer name, amount range, date, or status to locate specific sales receipts quickly. This is especially useful when working with a large number of records.
To perform advanced search:
- Log in to your Zoho ERP organization.
- Click the Search icon on the top search bar.
- Select Sales Receipts module and define your criteria for the search.