Receipt voucher and defining an item or customer from the screen
Three operations outside the normal sale that the manager allows trusted cashiers: collecting a payment on a customer account, defining a new item from an unknown barcode, and defining a new customer.
On this page
A receipt voucher from the screen
Cash came into the drawer outside any invoice? The "Receipt" button in the top bar shows for users with the "receipt vouchers from the screen" permission. It opens "New receipt", described as "payment on account / advance without an invoice":
- Type the "Amount". A receipt from the screen is always cash and gets a temporary local number.
- "Save receipt" and "Receipt saved" appears.
The receipt is saved on the device and sent in the background to the treasury as a "payment on account", shows in "Current shift" under the "Receipts" tab, and its cash counts toward the shift's expected cash.
The screen receipt carries no customer name
The receipt form in the app takes the amount only, while a "payment on account" in the treasury needs a defined party. The server may therefore reject the receipt with "This document needs a party" and it stays under "Unsynced documents". The safer rule: a customer's payment on their account is recorded by the manager from the panel under "Receipts" in the customer's name, or collected with an invoice through partial collection as in Payments.
What happens in the books
A posted receipt voucher for a payment on account: debit the cashbox, credit the customer in customer receivables. The amount stays unallocated on the voucher until the accountant allocates it to the customer's open invoices from the panel. Details in Receipts and payments.
Defining an item from an unknown barcode
You scanned the barcode of an item that arrived at the shop but was not defined yet? If you have the "define an item from the screen" permission, a "Define item" form appears with the barcode filled in:
- "Item name" (required).
- "Item number": filled automatically if numbering is automatic in settings, or typed by you if numbering is manual.
- "Barcode", "Sale price" and "Group".
- "Save" and "Item added" appears; the item is added to the current invoice directly.
Defining needs an internet connection: "Defining a new item requires an internet connection". If the barcode is used by another item: "Barcode already used by another item". An item defined from the cashier appears in the panel like any item so the manager can complete its data (cost, units, tax) as in Creating an item.
An item without a cost
An item defined from the screen is sold before any purchase invoice is recorded for it, so its cost of goods sold is zero until it is received on a supplier invoice or its opening balance is set. Review it with the manager the same day.
Defining a new customer
In the customer picker, if your search matches nobody, "No matching customers" appears with an "Add … as a new customer" button for users with the "define a customer from the screen" permission. Type "Customer name" and "Mobile (optional)" then "Save and select"; the customer is saved on the server and selected for the invoice immediately. It needs a connection: "Defining a customer requires an internet connection". If a customer with the same mobile exists: "A customer with this mobile already exists and was selected".
The new customer is created with the "customer" role and no credit limit, so no credit sale is possible until the manager sets their limit and policy from Customers and suppliers.
Why these permissions are separate
Each of these operations opens a door: collecting without an invoice, defining an item at a price the cashier chooses, and creating customer accounts. The manager grants them to trusted staff from Cashier permissions, and each operation is recorded in the audit log under the name of whoever performed it.
Frequently asked questions
I recorded a receipt with a wrong amount. What do I do?
A receipt cannot be edited from the device. Tell the manager; they cancel it from "Receipts" in the panel and create a correct one, as in the posting and cancelling article.
Can an item be defined without a connection?
No. Defining needs the server to assign the number and check the barcode. Sell the item later or record it manually with the manager.
Why do I not see the "Receipt" button?
Because your account lacks the "receipt vouchers from the screen" permission. The manager grants it from the user profile and it arrives at the next sign-in.