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Receipt Forms

Use this function if you need to print a hard copy of each Receipt for your records.

When you print a Receipt Form for a specific Receipt record, the payments received from a single Customer will be grouped together. As a result, a separate page will be printed for each Customer included in a Receipt record. For example, if a Receipt record contains payments against two Invoices from Customer 1 and one from Customer 2, one page will be printed for Customer 1 and a separate page will be printed for Customer 2. If you are printing a range of Receipt records, one page will be printed for Customer 1 for the first Receipt record, and a separate page will be printed for Customer 1 for the second Receipt record.

The Receipt Form is unusual in that it will not necessarily be printed using the Form Template specified in the 'Form Definition' window as described here. If the Payment Mode quoted in the header of a Receipt is one in which you have specified a Form Template on flip B, this Form Template will be used instead.

You can also print a Receipt Form from an individual Receipt record by opening it and clicking the Printer icon in the Button Bar (Windows/Mac OS X) or selecting 'Print' from the File menu (all platforms). This method of printing a Receipt Form will behave as though the Unprinted Only option is selected (i.e. it will not reprint a Receipt).

No.
Range Reporting    Numeric
Enter a Receipt Number to print a single Receipt, or a range of Receipt Numbers, separating the first and last number with a colon (:).

Cheque No.
If you specify a Cheque Number here, it will be recorded on flip C of the first Receipt row in the Receipts being printed, being incremented automatically for the next Receipt.

Do not specify a Cheque Number if you are printing Receipts where the Type of the Payment Mode is "Received Cheques" as in these cases you should use other methods to assign cheque numbers.

Status
Use these options to specify the Receipts that are to be printed, as follows:
Unprinted Only
Choose this option if you only want to print Receipts in the range that have not previously been printed.

Any Receipts in the range that have not been marked as OK will be printed without restriction i.e. you can print them repeatedly. If you are not using the No Test Printout option in the Optional Features setting in the System module, these Receipts will be printed with a "Test Printout" watermark.

All
This option will also print every Receipt in the range, including Receipts that have already been printed. If you are not using the No Test Printout option, any previously printed Receipts will be printed with a "Copy" watermark, while Receipts that have not been marked as OK will be printed with a "Test Printout" watermark.

Original
This option will print every Receipt in the range. Receipts that have been marked as OK and that have already been printed will be printed again as though they were originals, without the "Copy" watermark, irrespective of whether you are using the No Test Printout option. Receipts in the range that have not been marked as OK will be printed with the "Test Printout" watermark if you are not using the No Test Printout option.
Sumup per Invoice
Usually the printed document will contain a separate row for each row in a Receipt. If a Receipt contains more than one row paying the same Invoice, use this option if you want those rows to be aggregated into a single row on the printed document.

For example, a Customer may pay an Invoice partially in cash and partially by credit card in the same Receipt record. If you print the Receipt Form using this option, it will contain a single row for the total payment amount. If you do not use this option, the two partial payments will be listed separately.
If you use this form to print a Receipt record that contains payments received from more than one Customer, separate pages will be printed for each Customer. So, when you design the Form Template to be used by the Receipt Form, the fields that you can add fall into three broad categories:
  • Fields that print information from the header of a Receipt record. These fields will print the same information for each Customer.

  • Fields that print information about the Customer. This information will be taken from the first row in the Receipt for the Customer or from the Contact record for the Customer.

  • Row fields that list the payments received from the Customer.
You can use the fields listed below when you design the Form Template to be used by the Receipt Form If you do not want to print the decimal places in numeric fields, choose the Cut Decimals option in the record in the Values in Text setting for the Language specified in the Company Info setting.

Field in Form TemplatePrints (from Receipt record)
The following fields will print information from the header of a Receipt record and will therefore print the same information for each Customer:
Comment 3Comment
DayThe day from the Trans. Date. For example, the day from 22/12/2014 will be printed as "22"
Document TypePrints the word "Receipt" . This field only prints if the VAT Law in the Company Info setting is set to "Portuguese"
MonthThe month from the Trans. Date. For example, the month from 22/12/2014 will be printed as "12"
Month in wordsThe name of the month in the Trans. Date, taken from the record in the Days and Months setting in the System module for the Language in the current user's Person record
NotePrints the text of the first Note attached to the Receipt. If you specify a Field Argument, the Note whose Comment is the same as the Field Argument will be printed
Official Serial Number (Header)Official No. in the correct format for Portugal. Official No. is only visible in the Receipt record and this field only prints if the VAT Law in the Company Info setting is set to "Argentinean" or "Portuguese"
Official Serial Number 2Official Ser No. 2. Official Ser No. 2 is only visible in the Receipt record and this field only prints if the VAT Law in the Company Info setting is set to "Portuguese"
Payment ModeComment from the Payment Mode
Payment NumberNo.
ReferenceReference
Reference (Invoice)Reference
Registration DateThe name of the month in the Trans. Date
Serial Number (Number Series) No.
Transaction DateTrans. Date
Transaction Date (Hijri) Trans. Date (Hijri calendar)
YearThe year from the Trans. Date. For example, the year from 22/12/2014 will be printed as "2014"
The following fields will print Customer-specific information. This information will be taken from the first row in a Receipt in which a Customer is used or from the Contact record for the Customer:
Bank AccountBank Account from the Contact record for the Customer
Comment 2Text from the first Receipt row for a Customer (i.e. Customer Name). To print this information for each row individually, use the "Comment" row field
CurrencyI. Cur from the first Receipt row for a Customer or, if blank, Base Currency 1
Customer Comment (speclev)Comment from the Contact record for the Customer ('Company' card)
Customer NumberCustomer from the first Receipt row for a Customer (i.e. Customer Number)
Customer VAT Reg. NumberVAT Reg. No. from the Contact record for the Customer
Delivery AddressName (if you are using the Organisation Name option in the Form Settings setting) and Invoice Address from the Contact record for the Customer. This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.)
Our Customer NumberNo. from the Contact record for the Customer
Supplier NameName from the Contact record for the Customer
These fields print information from the record in the Banks setting for the Account Operator specified in the Contact record for the Customer:
SWIFTBIC (SWIFT)
To BankName
To Bank 1Clearing
To Bank 2Account (IBAN)
The following fields will print Customer-specific information that will be calculated by adding all rows in a Receipt for a particular Customer together. The "...in Text" fields will print phrases constructed using the relevant record in the Values in Text setting for the Language of the Customer or, if that is blank, the Language in the current user's Person record or in the Company Info setting:
Amount without DiscountThe sum of the Invoice Values for a Customer (with any Bank Fee deducted, but without any Settlement Discount deducted i.e. the total value of the Invoices being paid before the application of the settlement discount)
Cheque Number 2Prints as a list each Cheque No. used in the Payment. This will be the Cheque No. from the Cheque record quoted in the Cheque No. field on flip C (if the Type of the Payment Mode is "Received Cheques"), or the Cheque No. from flip C itself (otherwise). As it prints a list, you should specify a Line Height for this field. You should also set the Format to "Header". This field will not be printed if the VAT Law in the Company Info setting is "Argentinean": use "Cheque Number" instead
Cheque Total 2Prints as a list the Amounts from the Own Cheque records for each Cheque No. As it prints a list, you should specify a Line Height for this field. You should also set the Format to "Header". Together with the previous field, this allows you to add a table to the Form showing the amounts that were paid using each Cheque No. Amounts will only be printed if the Type of the Payment Mode is "Received Cheques". This field will not be printed if the VAT Law in the Company Info setting is "Argentinean": use "Cheque Total" instead
Payment Mode on Row Non-DuplicatePrints as a list the Comments from each Payment Mode used for a Customer. As it prints a list, you should specify a Line Height for this field. You should also set the Format to "Header". This field only prints if the VAT Law in the Company Info setting is set to "Argentinean"
Payment Mode on Row Non-Duplicate TotalsPrints as a list the sums of the Invoice Values for a Customer paid using each Payment Mode. As it prints a list, you should specify a Line Height for this field. You should also set the Format to "Header". Together with the previous field, this allows you to add a table to the Form showing how much was paid using each Payment Mode. This field only prints if the VAT Law in the Company Info setting is set to "Argentinean"
Settlement DiscountThe sum of any Settlement Discounts for a Customer
SumReceived Value - Settlement Discount ex VAT - VAT
To PayThe sum of the Invoice Values for a Customer (with any Settlement Discount or Bank Fee deducted i.e. "Amount without Discount" - "Settlement Discount")
To Pay in TextPrints as a phrase the sum of the Invoice Values for a Customer (with any Settlement Discount or Bank Fee deducted)
To Pay in Base Currency 1The sum of the Invoice Values for a Customer (with any Settlement Discount or Bank Fee deducted), converted to Base Currency 1 using the Exchange Rate for the Trans. Date
To Pay in Text in Base 1Prints as a phrase the sum of the Invoice Values for a Customer (with any Settlement Discount or Bank Fee deducted), converted to Base Currency 1 using the Exchange Rate for the Trans. Date
Total DiscountThe sum of the Received Values from Settlement Discount rows for a Customer, with VAT subtracted (i.e. the total Settlement Discount amount excluding VAT). You should only use this field if you have specified a Settl. Discount VAT Account in the Account Usage S/L setting
Total VAT BaseThe total VAT from Settlement Discount rows for a Customer (i.e. the VAT element in any Settlement Discount). You should only use this field if you have specified a Settl. Discount VAT Account in the Account Usage S/L setting
VAT TotalThe sum of the VAT Values from the Invoices being paid by a Customer (reduced proportionally in the case of partial payments)
Row Fields (these print once per Receipt row, so remember to specify a Line Height and to set the Format to "Matrix"):
AmountInvoice Value (from flip B)
Bank CurrencyB. Cur. (i.e. Bank Currency) or, if blank, Base Currency 1
Bank Name 2Bank A/C No from the Payment Mode (from flip C or, if blank, from the header)
Bank ValueBank Amount
CommentText or, in the case of special rows, the phrases "Settlement Discount", "Writeoff" or "Bank Fee" as appropriate
From BankBank Name from the Payment Mode (from flip C or, if blank, from the header)
Invoice Date 2Invoice Date of the Invoice being paid
Invoice Date 2 (Hijri)Invoice Date of the Invoice being paid (Hijri calendar)
Invoice Number 2Invoice No. (i.e. No. of the Invoice being paid)
Official Serial NumberOfficial No. of the Invoice being paid
Open Invoice ValueOpen Inv. Value (from flip B)
Open Invoice Value after paymentOpen Inv. Value (from flip B) - Received Value
Open Invoice Value after payment in Base 1Open Inv. Value (from flip B) - Received Value, converted to Base Currency 1 using the Exchange Rate for the Trans. Date
Open Invoice Value in Base 1Open Inv. Value (from flip B), converted to Base Currency 1 using the Exchange Rate for the Trans. Date
Payment Mode, rowComment from the Payment Mode (from flip C or, if blank, from the header). If you enter a Payment Mode as the Field Argument, the Comment for that Payment Mode will be printed
Payment Mode TAX %Tax % from flip D of the Payment Mode (from flip C or, if blank, from the header)
Payment Mode TAX ValueTax calculated by applying the Tax % from flip D of the Payment Mode to the Received Value
Payment Mode Total Including TAXReceived Value + the figure in the "Payment Mode TAX Value" row field
Received CurrencyR. Cur. (i.e. Received Currency) or, if blank, Base Currency 1
Received ValueReceived Value
The following fields print information related to the Received Cheques used in a Receipt. In most countries, these are standard row fields that will be printed once per Receipt row. They will, print information from the Cheque records quoted in the Cheque No. field on flip C of each row (in all cases except "Cheque Number", they will only print values if the Type of the Payment Mode is "Received Cheques"). You should specify a Line Height and to set the Format to "Matrix" in each field.
In Argentina (i.e. if the VAT Law in the Company Info setting is set to "Argentinean"), these fields will behave differently. They will be printed once for each Cheque Number and so they allow you to add a table to the Form listing the Received Cheques used in a Receipt together with related information. You should specify a Line Height in these fields, and set the Format to "Header":
Bank NameBank Name from the Cheque record quoted in the Cheque No. field on flip C
Cheque NumberCheque No. from the Cheque record quoted in the Cheque No. field on flip C. Outside Argentina, if there is no connected Cheque record and/or if the Type of the Payment Mode is not "Received Cheques", prints the Cheque No. from flip C itself
Cheque TotalAmount from the Cheque record quoted in the Cheque No. field on flip C
DateReg. Date from the Cheque record quoted in the Cheque No. field on flip C (not Argentina)
Date CreatedReg. Date from the Cheque record quoted in the Cheque No. field on flip C (Argentina only)
Effective DateEffect Date from the Cheque record quoted in the Cheque No. field on flip C

Please refer here for details of the standard fields that you can also include in the Form Template.

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