Creating Sales Receipt

Creating Sales Receipt in XoroERP involves entering the details of items and services that have been provided to the customer, as well as the details of the payment made by the customer.

Entering a Sales Receipt

When entering a sales receipt, you will begin by entering the essential header-level information, such as the store, customer details, receipt date, payment method, and shipping information. Once the basics are set, you can add the items to the sales receipt, ensuring a comprehensive and accurate record of the transaction.

To create a sales receipt, go to Menu > Sales > Sales Receipt

Sales Receipt Header Fields

Section	Field	Description
Sales	Sale Store	This is the store from which the sale is being recorded to.
Sales	Ship Store	This is the store from which the order is being shipped from. You can change this store if the goods are being shipped or picked up from another location..
Sales	Customer Tax Code	This is the tax code associated to the customer record. Changing this allows you to apply a different tax code to all the items in the order. This field should already be fetched once a customer has been selected. This field can also be configured to be calculated automatically based on customer's shipping address for US and Canada customers.
Sales	Ref No	This field in the sales receipt allows you to assign a unique reference number or identifier to the order for easy tracking and reference purposes.
Sales	Select Customer	Type a name, phone number, or email here to search and select a customer for the receipt.
Sales	Sales Rep	This is the Sales Rep for this sales receipt. Once a customer has been selected this field will automatically be filled and will require authorization to edit.
Sales	Date	The date on which the sale was made.
Sales	Ship Date	Allows you to edit the to be shipped date for the order.
Sales	Project/Class	Allows you to select a project or class to associate with the sales receipt.
Sales	Select Account	This field designates the account to which the sale costs will be allocated
Sales	Payment Method	This field enables you to select the preferred method of payment for the sales receipt.
Sales	Customer PO	This field allows you to enter the customer's Purchase Order (PO) number, enabling easy tracking and referencing of the customer's order.
Shipping	Ship Method	This field enables you to select the preferred method of shipment for the order. Select Pick Up if the customer is picking up the goods by themselves. Select Delivery (Own Truck) if your own company’s truck is being used for the delivery. Select Delivery (Third Party) if an external company is shipping the goods for you.
Shipping	Ship Via/Carrier	Specify the carrier or shipping service responsible for delivering the order to the customer. If Delivery (Own Truck) is selected, the company’s own carrier can be selected. If however Delivery (Third Party) is selected, choose another company’s carrier for shipping (FedEx, UPS, etc.).
Shipping	F.O.B	Specify the freight on board - origin or destination.
Shipping	Master Tracking Number	This field captures the master tracking number associated with the shipment.
Shipping	Master BOL Number	This field shows the master BOL number associated with the shipment.
Shipping	Shipping Terms	These are the Shipping Terms options for the order. Available options - Prepaid, Collect, Prepaid & Billed, Collect & Allowed, Third Party Billing
Shipping	Shipping Notes	Allows you to add any relevant notes or instructions related to the shipment.
Shipping	Shipping Cost	This field allows you to enter the total cost incurred for shipping the order.
Shipping	BOL Number	This field shows the BOL number associated with the shipment.
Shipping	Shipping Expense Account	This field designates the accounting expense account to which the shipping costs will be allocated.
Shipping	Tax Code	This field allows you to specify tax code applicable to the shipping charges.
Shipping	Total Amount	This field displays the overall total cost of the shipping, including shipping taxes.
Shipping	Tracking Numbers	This is the unique alphanumeric code used for real-time monitoring of shipment and delivery status.
Shipping	Refunded Shipping Amount	This is the shipping amount that has been refunded to the customer.
Inventory Log	Inventory Log	This tab presents the inventory changes linked to the sales receipt, outlining the specific items and their quantities removed from inventory. It also provides information on the store, location, and LPN details associated with these changes.
Footer	Memo	The "Memo" field provides space for writing notes or any additional information related to the sales receipt. This allows you to add important details or instructions that need to be considered during order processing.
Footer	Exchange Rate	If the sales receipt is for a foreign customer, the "Exchange Rate" field allows you to specify the conversion rate for currency exchange.
Footer	Customer Message	In this field, you can enter a personalized message for the customer or choose from pre-written messages to include in the sales receipt printout.
Footer	Ship To Address	The "Ship Address" field shows the shipping address for the sales receipt. When a customer is selected, this field is automatically filled with the corresponding shipping address. You can choose other addresses from the drop-down menu or edit the address by clicking on it.

Adding Lines to a Sales Receipt

After inputting the header-level information in the sales receipt, you'll proceed to enter line-level details, which encompass the specific goods sold to the customer. In the line-level section, you can add individual items and specify their quantities, unit prices, and any applicable discounts or taxes.

To add the item(s) to the Sales Receipt, click on the "Add Item" button in the Sales Receipt Details section. This option allows you to add a single item at a time to the sales receipt.

Use the convenient keyboard shortcut (Alt+A) for the "Add Item" option

Please note: You can replace the drop-down option with a textbox for the item search. An App Config, “Use Textbox for Item Search in Sales Receipt” is available to facilitate this.

• If this setting is turned on, then the system will use the plain textbox to search for items instead of dropdown using the “Add Item” popup. You have to type the search keyword (Item#) and press Enter. Once the Item details are fetched, click on Add Item.

  
• If this App Config is disabled, you can search for the Item using the Item drop-down as usual.

• If the Item Number is incorrect or no Item is added in the Textbox, it will show an error as shown below.

  

Sales Receipt Details Fields

Field	Description
Amount	Displays the calculated amount, which is the result of (Unit Price * Qty - Discount).
Country Of Origin	Indicates the country of origin for the item.
Customer Item#	This field displays the item number assigned by the customer in item customer mapping module.
Custom Fields	The custom fields display the data defined for the sales receipt item line entity. These fields provide additional information to the sales receipt items.
Decription	This is an editable input field that displays the description of the item.
Discount	This field allows you to apply a discount to the item.
EUP	Indicates the Effective Unit Price for the item after discount.
Item#	The unique identifier for the item.
Item Type	Specifies the type of item, such as inventory, non-inventory, etc.
Project/Class	Allows you to select a project or class to associate with the item line.
Qty	This is an editable input field that specifies the order quantity of the item.
Refund Qty	This is the quantity that has been refunded from the customer on this sales receipt.
Status	This field displays the status of the item line.
Tax	This is an editable input field that specifies the tax code applied to the item.
Unit Price	This is an editable input field that allows you to edit the unit price for the item.
Uom	Specifies the unit of measure for the item (liter, unit, kilogram, etc.).

After completing the header fields and adding items, click on the "Save" button to create a sales receipt. The system will automatically assign a unique number to the sales receipt in the format of SR-S000001, where "SR" denotes the sales store code and 1 denotes a sequential series. This number will be displayed on the top left corner of the page. Once this number is generated, it becomes a permanent identifier and cannot be altered. The new sales receipt will be created in the Closed status.

Use the convenient keyboard shortcut (Alt+S) for the "Save" action and (Alt+N) for the "Save and New" action.