Receipts
The Receipts module, between the till receipt and the invoice, and what sets it apart from the Receipt document.
A receipt certifies an immediate payment: a sale over the counter, a consultation paid on the spot, a cash deposit. It is an add-on module. Until it is subscribed, the Receipts entry does not appear in the sidebar, as in the demo company below.
- The demo sidebar offers invoices.
- It also offers purchases, but no Receipts entry.
- Without the module, your sales remain regular invoices.
Two objects go by the name of receipt
| Till receipt | Receipt document | |
|---|---|---|
| Where | Receipts register, with the Cash Book and the Register Sessions. | Receipts list under Documents, like an invoice. |
| Content | One operation: type, amount including VAT, payment method, optional customer. | A complete document with lines, VAT, PDF and template. |
| Number | Receipt # of the register. | Number from the series of Receipt-type documents. |
| Next step | Can be grouped into a monthly aggregate invoice. | Tracked like an invoice: due date, status, sending. |
In practice, the register covers day-to-day till activity; the Receipt document is for a customer who wants an itemised document without a formal invoice.
The receipts register
The register is presented as the "Register of all financial operations". New receipt asks for:
| Field | Values |
|---|---|
| Operation type | Sale, Consultation, Collection, Refund, Cash withdrawal, Other. |
| Amount incl. tax and Tax rate | A rate or Exempt. The VAT summary is calculated. |
| Payment method | Cash, Card, Transfer, Cheque, Other. |
| Customer | Optional ("No customer"). |
| Description, Reference, Notes | Free text. |
"Refunds and cash withdrawals will automatically be negative." Each receipt carries the status Invoiced or Not invoiced, and the totals show Total entries, Total exits and Balance.
The Cash Book lists cash movements chronologically with an opening and a closing balance. The Register Sessions frame the day: Open register, then Close register, comparing the Expected balance with the Actual balance to record the Difference.
Aggregate invoices
The uninvoiced receipts of a period can be grouped into a single invoice with Generate an invoice: the preview lists the Receipts to invoice, the total excluding and including VAT, then Generate invoice creates the invoice and marks the receipts as Invoiced.
"This action is irreversible. The receipts included will be marked as invoiced and can no longer be modified." An invoiced receipt can no longer be edited or deleted.
The Receipt document
Under Documents, the Receipt type is created with New receipt and the usual form: customer, number, dates, lines, notes. It is treated as a sales document: Due date and Status columns, sending by email, PDF preview and document template. Two differences from an invoice:
- The Options menu does not offer Add payment: a receipt is considered settled on issue.
- Novadesko Intelligence does not offer the Receipt type on import: a scanned ticket becomes a purchase, with the nature Cash receipt.
Which to use when
- Sale paid on the spot, no invoice needed: till receipt, then an aggregate invoice at month end if your accountant asks for one.
- Customer who wants an itemised document in their name: Receipt document.
- Deferred payment, business customer, Peppol sending: invoice, see Invoices.
In Profile, the New receipts option sends an email each time a receipt is created, which is useful when several people run the till.