V8 - Sales receipts and the Sales receipts list

A sales receipt is a record of a completed sales transaction. An example is the receipt you receive from a grocery store for the merchandise you purchase. Sales receipts in SOS Inventory work almost identically to sales receipts in QuickBooks Online.

A sales receipt by itself does not relieve inventory, as shipping and sales are different processes. Only when the sale is entered on a shipment will the items be relieved from inventory.

If More > Save and ship on the sales receipt transaction's Navigation Bar is selected when adding or editing a sales receipt, the system will save the sales receipt—and then generate and automatically open a pre-populated shipment transaction. This is a convenient option if the delivery of the items on a sales receipt occurs immediately upon sale, as it allows merchandise to be relieved from inventory with only one click.

If the shipment takes place later, simply locate the saved sales receipt on the Sales Receipts list (Operations menu > Sales > Sales receipts) and select the Create shipment option under the Actions menu dropdown. SOS will generate a shipment transaction from the sales receipt.

Sales receipts list

The Sales receipts list contains transaction records that your company issues to customers at the time of sale. A sales receipt confirms the product sold or service provided and the amount paid by the customer.

The Sales receipts list's Actions menu offers many options for generating a transaction from a parent sales receipt: Create pick ticket, Create shipment, Create purchase order, Create transfer, Create RMA (return merchandise authorization), Create job, Create work order, Create return, and Create sales order. 
 

The last option mentioned, Create sales order, allows you to give your customer a sales receipt instead of an invoice for a prepaid sale—yet also allows your organization to have a sales order transaction as a record of the sale or to further process the sale, if that is your preferred workflow. When Create sales order is used, the system imports the total sales receipt payment amount into the Deposit field on the sales order transaction, showing that it is 100 percent paid. SOS Inventory then closes the transaction.

The Actions menu options available are dependent upon your SOS Inventory plan.

Like the Merge batch action for invoices, the Merge batch action for sales receipts allows you to combine multiple transactions for the same customer into a single transaction under the most recent transaction reference number. The system will include in the Comments field on the merged sales receipt the transaction reference numbers for each sales receipt involved in the merge.

Adding and editing a sales receipt

To add a sales receipt, use any of the following methods:

• Generate a sales receipt from an estimate. Locate the estimate record on the Estimates list, then select Create sales receipt from its Actions menu.
• On the Task bar, go to Quick add > Sales > Sales receipt.
• Go to Operations menu > Sales > Sales receipts, then select the Add new button on the list page.

Since sales receipts and other sales forms share many of the same fields, explanations for fields pertaining to any sales form type are listed on Sales form field descriptions.

An existing sales receipt can be opened for editing by selecting the transaction record's Edit action on the Sales Receipts list. Be sure to save your changes.