Payment receipts

#The Payment Receipts list

The Payment Receipts card lists every receipt of the business you are working in, newest date first. Receipts you make here and the ones made when you record a payment on the Dashboard both appear in it.

Searching. Type in the Search receipts... box above the list. It finds receipts whose client name or receipt number contains what you typed. Clear the box to see them all again.

Empty list. With no receipts yet you see "No receipts generated yet." and a Create Receipt button. With a search that finds nothing you see "No receipts match your search."

#Receipts not assigned to a business

Receipts saved before the app kept businesses separate do not say which business took the money, so they show under every business. If you have any, a blue strip above the list says, for example, "3 receipts are not assigned to a business, so they show under all of them", with a button Assign to followed by the business you are working in.

Click it only if those receipts belong to that business. The app asks you to confirm, naming the business, and then they show only under it. The app never does this by itself, because only you know which business received the money. See More than one business.

#Making a receipt (New Payment Receipt)

Make a receipt whenever a customer pays you and wants a slip, or when you want a record of money received: a payment against an invoice, an advance before you have billed, a security deposit, or any other money in.

1. Open the formClick New Receipt at the top right. A box titled New Payment Receipt opens, with the next receipt number and today's date filled in.
2. Pick the invoice, if there is oneUnder Quick Select — Unpaid Invoices, click the invoice being paid. The client, the amount still owed and the invoice number are filled in for you (more).
3. Check the amountIf the customer paid only part, change Amount to what they actually paid.
4. Choose how they paidPick the Payment Mode and type the UPI transaction ID, cheque number or bank reference in Reference / Transaction No.
5. SaveClick Save Receipt. You see "Receipt saved" and it appears in the list. Click the printer on its row to print it.

The fields in the form:

Cancel, or a click outside the box, closes it without saving. Anything typed is lost, so save first.

#Quick Select — Unpaid Invoices

This list at the top of the form shows up to 50 sales invoices of this business that are not fully paid: tax invoices, bills of supply and composition bills. Quotations, proforma invoices, delivery challans, credit notes and cancelled invoices are left out, because no money is owed on them. Each line shows the client, the invoice number and, on the right, the amount still owed. The list scrolls if it is long.

Clicking an invoice fills in Received From, the client's address (it prints on the receipt), Amount with what is still owed (less any TDS the client deducts, and never below zero) and Against Invoice. Once Against Invoice has something in it, the list hides. Empty that field to see the list again and pick a different invoice.

The list does not show when every invoice is paid, or when you have no sales invoices yet. Then just type the details.

#Against Invoice: what happens to the invoice

When Against Invoice exactly matches the number of one of this business's invoices, saving the receipt also records the payment on that invoice, with the same amount, date and mode and the note "Receipt RCP/... · ref ...". The invoice's status on the Dashboard then becomes Partial or Paid, and you do not record the payment again there. A cancelled invoice stays Cancelled.

If the number does not match any invoice (a typing mistake, or an invoice of another business), the receipt is still saved, and you see: "No invoice numbered ... was found, so this receipt is saved on its own." Nothing changes on any invoice. Check the number and edit the receipt if it was meant for an invoice.

For an advance (money before you have made the invoice), leave Against Invoice empty. The receipt stands on its own and no invoice changes.

#Editing a receipt (Edit Payment Receipt)

Click the pencil on a receipt's row. The same form opens, titled Edit Payment Receipt, with everything filled in. Change what you need and click Save Receipt. The receipt keeps its number.

• Changing the Amount, Date or Payment Mode of a receipt against an invoice updates the same payment on that invoice. It is not added twice.
• Changing Against Invoice to another invoice moves the payment: it is taken off the old invoice and recorded on the new one. Emptying it takes the payment off the old invoice.
• The receipt stays with the business it was made for, even if another business is selected while you edit it.

A receipt made from a Dashboard payment can be edited here too. You can also edit that payment on the Dashboard (Payment History, pencil), and its receipt follows.

#Receipt numbers

Receipts made on this screen have their own series, starting RCP, and follow your invoice number format: separator, financial year (April to March) and digits, for example RCP/2026-27/0001. If you set a brand prefix, it is used for receipts too (ACME-RCP/...). A business with its own numbering numbers its receipts separately. Receipts never share a count with invoices.

The number you see when the form opens is a preview. The number is only taken when you save, so two people saving at once never get the same one. If you typed your own number, yours is kept and the series does not move.

Receipts made by recording a payment on the Dashboard are numbered differently, RCPT- followed by letters and numbers from the payment (for example RCPT-LX3K9A2B1C). That is normal.

#Printing a receipt

Click the printer on a receipt's row. The receipt opens in a new window and your browser's print box appears. Choose your printer, or Save as PDF to keep or send it on WhatsApp or email. The window closes after printing.

The printed receipt shows:

• Your business name, address and GSTIN (from Company details of the business selected now), and the heading PAYMENT RECEIPT;
• Receipt No, Date, Received From, the client's Address (when the receipt was made from Quick Select), Payment Mode, and Reference No and Against Invoice when filled in;
• the amount in large figures, and in words underneath, then the note;
• signature lines for Received By and Authorized Signatory.

A payment recorded on the Dashboard also has a fuller receipt with the invoice total and balance, printed on A5 from the invoice's Payment History. See The payment receipt.

#Deleting a receipt

Click the bin on the receipt's row. The app asks "Delete this receipt?"; click Delete to remove it. This cannot be undone.

Deleting a receipt removes only the receipt. A payment it recorded on an invoice stays on the invoice, so the invoice stays Paid or Partial. If the payment itself was a mistake, delete it from the invoice's Payment History on the Dashboard; that also removes its receipt.

#Cash receipts and the cash book

A receipt with Payment Mode Cash shows in the Cash book as money in, labelled with its receipt number, so you never type it there again. A receipt against an invoice and the payment it records on that invoice are the same money, and the cash book counts it once. To change it, change the receipt here; the cash book follows.