Receipts
A receipt is the record of one payment from an account, which may cover several invoices. Open it to download its PDF or to deal with any money it left unapplied.
Before you start
Section titled “Before you start”You need Invoice View to open a receipt and download its PDF — the same permission that lets you read the invoices it paid. Refunding unapplied money needs Invoice Edit on that receipt. Apply to invoices needs Invoice Edit set to All records, because it can place money on any of the account’s invoices.
- Open the invoice, select the Payments tab, and select the Receipt RCT-… link on a payment row — or open the account and select a receipt from its Receipts tab.
- Select Download PDF. The document opens in a new browser tab.
- Save or print it from the browser, then send it to the customer yourself.
What happens next
Section titled “What happens next”The PDF lists every invoice the receipt paid, with its own amount, alongside the account, the date, the method and reference, and anything the receipt left Unapplied. Downloading it changes nothing on the receipt or the invoices.
If the receipt still has unapplied money, two more actions are offered on the same screen: Apply to invoices spreads it, on a date you choose, across the account’s other open invoices in the same currency, and Refund unapplied pays it back to the customer and records a refund. Using either reduces what the receipt shows as unapplied, and the invoices or the refund are updated at the same time. The allocation date cannot be before the receipt’s own date.
Rules to know
Section titled “Rules to know”- A receipt is only ever voided, never deleted or edited. Void removes every payment it made from its invoices and keeps the receipt on record marked void; it needs a reason and cannot be undone.
- Applying unapplied money or refunding it is not available on a voided receipt, or once nothing is left unapplied.
- A refund out of unapplied money is allowed even if the account still owes on other invoices — you are warned first, but it is not refused.
- Every receipt has its own PDF; there is no combined receipt for more than one payment.