Generate Receipt

Learn how to generate professional payment receipts in Digit Tally when customers pay their invoices. Receipts serve as proof of payment for both you and your customers.

What is a Receipt?

A receipt is an official document acknowledging that payment has been received from a customer. It includes:

• Receipt number
• Payment amount received
• Payment date
• Payment method
• Invoice reference (if linked to an invoice)
• Customer details
• Your business details

[SCREENSHOT: Sample receipt document]

When to Generate Receipts

Generate receipts in these scenarios:

• ✅ Customer pays an invoice (full payment)
• ✅ Customer makes a partial payment
• ✅ Customer pays advance/deposit
• ✅ Customer pays cash in person
• ✅ Customer requests proof of payment
• ✅ For your accounting records

Accessing Receipt Generation

Method 1: From Paid Invoice

1. Navigate to https://sales.digit-tally.io
2. Go to Invoices in sidebar
3. Open a paid invoice
4. Click Generate Receipt button

[SCREENSHOT: Generate Receipt button on invoice]

Method 2: From Receipts Section

1. Go to Receipts in Sales App sidebar
2. Click + Create New Receipt or Generate Receipt
3. Manual receipt form opens

[SCREENSHOT: Receipts section with Create button]

Method 3: During Payment Recording

1. When recording payment on an invoice
2. Check Generate Receipt Automatically
3. Receipt creates when payment is saved

Receipt Generation Form

Complete the receipt form with payment details.

[SCREENSHOT: Receipt generation form]

Step 1: Link to Invoice (Optional)

Receipts can be linked to invoices or standalone.

Linked Receipt

For invoice payments:

Field	Description	Required
Invoice	Select invoice being paid	Yes
Customer	Auto-fills from selected invoice	Auto
Amount	Defaults to invoice amount	Auto

Steps:

1. Click Link to Invoice checkbox
2. Search and select invoice from dropdown
3. Customer and amount auto-populate
4. Adjust amount if partial payment

[SCREENSHOT: Invoice selection dropdown]

Standalone Receipt

For payments without invoice:

Field	Description	Required
Customer	Select customer	Yes
Amount	Enter payment amount	Yes
Description	What payment is for	Yes

Use Cases:

• Advance payments/deposits
• Cash sales without formal invoice
• Membership fees
• Service retainers
• Gift card purchases

[SCREENSHOT: Standalone receipt form]

Step 2: Receipt Details

Configure basic receipt information.

Receipt Information Fields

Field	Description	Default/Example
Receipt Number	Auto-generated unique number	REC-001
Receipt Date	Date payment received	Today's date
Payment Date	When customer paid (if different)	Same as receipt date
Reference	Payment reference (optional)	Bank transfer ref

[SCREENSHOT: Receipt details section]

Receipt Number

• Automatically generated
• Sequential numbering (REC-001, REC-002, etc.)
• Customizable prefix in Settings
• Cannot be duplicated

Receipt Date

Important Dates:

• Receipt Date - When you issue the receipt (today)
• Payment Date - When customer actually paid (may be earlier)

Example:

Customer paid on Jan 25, 2026 (Payment Date)
You issue receipt on Jan 28, 2026 (Receipt Date)

[SCREENSHOT: Date picker for receipt dates]

Step 3: Payment Information

Provide details about how payment was received.

Payment Method

Select how customer paid:

Payment Method	Description	Common in Nigeria
Bank Transfer	Direct bank transfer	✅ Most common
Cash	Physical cash payment	✅ Very common
Cheque	Bank cheque	⚠️ Less common now
Card	Debit or credit card	✅ Growing
Mobile Money	Mobile payment platforms	✅ Increasing
Online Payment	Payment gateway	⚠️ Limited

[SCREENSHOT: Payment method dropdown]

Bank Transfer Details

If payment method is Bank Transfer:

Field	Description	Required
Bank Name	Customer's bank	No
Transfer Reference	Bank transaction reference	Yes
Account Credited	Your bank account that received payment	Yes

Example:

Bank Transfer Details:
- From: GTBank
- Reference: TRF/2026/01/28/12345
- To Account: ABC Trading - Access Bank (0123456789)

[SCREENSHOT: Bank transfer details form]

Cash Payment Details

If payment method is Cash:

Field	Description	Required
Received By	Staff member who received cash	Yes
Location	Where cash was received	No

Example:

Cash Payment:
- Received By: John Adeyemi
- Location: Head Office, Lagos

Cheque Payment Details

If payment method is Cheque:

Field	Description	Required
Cheque Number	Cheque reference number	Yes
Bank Name	Bank that issued cheque	Yes
Cheque Date	Date on cheque	Yes
Clearing Date	Expected clearing date	No

[SCREENSHOT: Cheque payment details]

Step 4: Payment Amount

Specify the amount received.

Full Payment

If customer paid invoice in full:

• Amount auto-fills from invoice total
• No adjustment needed
• Receipt shows "PAID IN FULL"

[SCREENSHOT: Full payment receipt]

Partial Payment

If customer paid part of invoice:

1. Adjust Amount to actual payment received
2. Remaining balance calculates automatically
3. Receipt shows:
   • Amount paid
   • Previous balance
   • Remaining balance

Example:

Invoice Total: NGN 100,000
Previous Payments: NGN 30,000
This Payment: NGN 40,000
Remaining Balance: NGN 30,000

[SCREENSHOT: Partial payment receipt showing balances]

Overpayment

If customer paid more than invoice amount:

1. Enter actual amount received
2. System flags overpayment
3. Options:
   • Apply overpayment to another invoice
   • Keep as customer credit balance
   • Issue refund (create credit note)

Example:

Invoice Total: NGN 100,000
Customer Paid: NGN 105,000
Overpayment: NGN 5,000

Action: Applied to Invoice INV-002

[SCREENSHOT: Overpayment handling dialog]

Step 5: Additional Information

Add optional notes and details.

Receipt Notes

Internal Notes:

• Not visible to customer
• For your records only
• Use for:
  • Special payment arrangements
  • Discrepancies explained
  • Follow-up reminders

Customer Notes:

• Visible on receipt
• Customer sees this
• Use for:
  • Thank you message
  • Payment confirmation
  • Next steps

[SCREENSHOT: Notes section with internal and customer notes]

Receipt Message

Add a custom message to customer:

Common Messages:

"Thank you for your prompt payment!"

"We appreciate your business."

"Payment confirmed. Thank you!"

"Receipt of payment with thanks."

"Paid with thanks and in full."

[SCREENSHOT: Custom message field]

Step 6: Preview Receipt

Review receipt before generating.

Preview Features

1. Click Preview button
2. See receipt as customer will see it
3. Check for accuracy:
   • Customer name and details
   • Payment amount
   • Payment method
   • Receipt number
   • Dates correct

[SCREENSHOT: Receipt preview modal]

Receipt Template

Standard receipt includes:

Header:

• Your company logo
• Business name and details
• "PAYMENT RECEIPT" title
• Receipt number

Customer Section:

• Customer name
• Customer address
• Customer email/phone

Payment Details:

• Invoice reference (if linked)
• Amount received
• Payment date
• Payment method
• Transaction reference

Balance Information:

• Invoice total
• Previous payments
• This payment
• Remaining balance (if any)

Footer:

• Thank you message
• Authorized signature line
• Terms/notes
• Your contact information

[SCREENSHOT: Complete receipt template layout]

Step 7: Generate and Send

Create the receipt and deliver to customer.

Generate Receipt

Option 1: Generate and Send

1. Click Generate and Send
2. Receipt creates and email compose opens
3. Send to customer immediately

Option 2: Generate Only

1. Click Generate Receipt
2. Receipt saves but doesn't send
3. Send later or download

[SCREENSHOT: Generate receipt buttons]

Send Receipt via Email

Email Template:

Subject: Payment Receipt [REC-001] from [Your Business]

Dear [Customer Name],

Thank you for your payment of NGN [Amount].

This email confirms we have received your payment for Invoice [INV-001].

Payment Details:
- Receipt Number: REC-001
- Amount Received: NGN [Amount]
- Payment Date: [Date]
- Payment Method: [Method]
- Balance Remaining: NGN [Balance] (if applicable)

Your payment receipt is attached for your records.

We appreciate your business!

Best regards,
[Your Name]
[Your Business Name]

[SCREENSHOT: Receipt email compose window]

Download Receipt PDF

Download receipt for printing or manual sending:

1. Click Download button
2. PDF downloads to your device
3. Filename: Receipt-REC-001-[Customer Name].pdf

PDF Uses:

• Print physical copy
• Email manually
• Share via WhatsApp
• Archive in your system
• Attach to accounting software

[SCREENSHOT: Receipt PDF download]

Print Receipt

Print physical copy for customer:

1. Click Print button
2. Browser print dialog opens
3. Select printer
4. Print receipt

Print Uses:

• In-person cash payments
• Customer requests hard copy
• Your filing system
• Delivery with goods

[SCREENSHOT: Print receipt dialog]

Receipt Numbering

Understanding receipt number sequences.

Default Numbering

• Format: REC-001, REC-002, REC-003...
• Prefix: "REC" (configurable)
• Numbers: Sequential, cannot skip
• Reset: Optional annual reset (REC-2026-001)

Custom Numbering

Configure receipt numbers in Settings:

1. Go to Settings > Receipt Settings
2. Configure:
   • Prefix: (e.g., "REC", "RCPT", "PMT")
   • Starting Number: (e.g., 001, 1000)
   • Number Length: (e.g., 3 digits, 4 digits)
   • Year Inclusion: (e.g., REC-2026-001)

[SCREENSHOT: Receipt numbering settings]

Year-Based Numbering

Use year-based numbering (REC-2026-001) to restart numbering each year for easier organization and filing.

Multiple Payments for One Invoice

Handle multiple partial payments.

Recording Multiple Payments

Scenario: Customer pays NGN 100,000 invoice in 3 installments.

Payment 1:

Date: Jan 15, 2026
Amount: NGN 30,000
Receipt: REC-001
Balance: NGN 70,000

Payment 2:

Date: Jan 22, 2026
Amount: NGN 40,000
Receipt: REC-002
Balance: NGN 30,000

Payment 3:

Date: Jan 28, 2026
Amount: NGN 30,000
Receipt: REC-003
Balance: NGN 0 (PAID IN FULL)

[SCREENSHOT: Invoice payment history showing multiple receipts]

Viewing Payment History

On invoice detail page:

1. Scroll to Payment History section
2. View all payments with receipt numbers
3. Click receipt number to view receipt
4. See running balance

[SCREENSHOT: Payment history table on invoice]

Advance Payment Receipts

Handle prepayments and deposits.

Creating Advance Receipt

When customer pays before invoice:

1. Generate standalone receipt (not linked to invoice)
2. Fill details:
   • Customer
   • Amount paid
   • Description: "Advance payment for [service/product]"
   • Payment method
3. Generate receipt

Example:

Receipt: REC-005
Customer: XYZ Corporation
Amount: NGN 50,000
Description: Advance payment for Dell Laptops order
Not linked to specific invoice

[SCREENSHOT: Advance payment receipt]

Applying Advance to Invoice

When invoice is created:

1. Create invoice normally
2. Record payment against invoice
3. Select payment method: "Customer Credit/Advance"
4. Reference advance receipt number
5. Invoice marked as paid
6. Link to original advance receipt

[SCREENSHOT: Applying advance payment to invoice]

Receipt Reports

Track all receipts and payments received.

Receipt List

View all receipts:

1. Navigate to Receipts in Sales App
2. See all receipts with:
   • Receipt number
   • Customer name
   • Amount
   • Date
   • Payment method
   • Linked invoice (if any)
   • Status

[SCREENSHOT: Receipts list view]

Filtering Receipts

Filter by:

• Date range
• Customer
• Payment method
• Amount range
• Linked/standalone
• Exported/not exported

Receipt Reports

Available reports:

Report	Description	Use Case
Payments Received	All payments in date range	Cash flow tracking
Receipts by Customer	Payments per customer	Customer analysis
Receipts by Method	Breakdown by payment method	Bank reconciliation
Receipts by Invoice	Which invoices have been paid	Collection tracking

[SCREENSHOT: Receipt reports dashboard]

Voiding or Canceling Receipts

Handle incorrect or cancelled receipts.

When to Void a Receipt

• Payment was reversed/bounced
• Receipt created by mistake
• Incorrect amount recorded
• Wrong customer

Void Receipt Process

1. Open the receipt
2. Click Actions > Void Receipt
3. Enter reason for voiding
4. Confirm action

What Happens:

• Receipt marked as "VOID"
• Payment removed from invoice
• Invoice balance restored
• Voided receipt kept for audit trail
• Cannot be un-voided (create new receipt instead)

[SCREENSHOT: Void receipt dialog with reason field]

Accounting Impact

Voiding a receipt reverses the payment entry in your accounts. Ensure this is correct before voiding.

Receipt Templates

Customize receipt appearance.

Template Options

Available receipt templates:

1. Classic - Traditional receipt format
2. Modern - Contemporary design
3. Minimal - Simple, clean layout
4. Detailed - Comprehensive information

[SCREENSHOT: Receipt template options]

Customizing Templates

1. Go to Settings > Receipt Settings
2. Click Customize Template
3. Modify:
   • Colors
   • Logo placement
   • Font sizes
   • Field visibility
   • Footer text
4. Preview changes
5. Save template

[SCREENSHOT: Receipt template customization]

Best Practices

Receipt Generation Tips

1. Generate Immediately - Create receipt as soon as payment received
2. Send Automatically - Enable auto-send to customer
3. Keep Records - Archive all receipts digitally
4. Verify Amounts - Double-check payment amount matches receipt
5. Include Details - Note payment method and reference
6. Professional Format - Use consistent, professional template
7. Sequential Numbering - Never skip receipt numbers

Receipt Communication

What to Include in Receipt Email:

• Clear subject line with receipt number
• Thank customer for payment
• Confirm payment amount
• Note remaining balance (if partial)
• Attach PDF receipt
• Provide contact for questions

Troubleshooting

Common Issues

Issue: Cannot Generate Receipt

• Solution: Ensure payment has been recorded on invoice first. Check if invoice is in correct status. Verify you have permission to generate receipts.

Issue: Receipt Number Duplicate

• Solution: This shouldn't happen with auto-numbering. Contact support if you see this error.

Issue: Wrong Amount on Receipt

• Solution: If not yet sent, edit receipt and correct amount. If already sent, void incorrect receipt and create new one with correct amount.

Issue: Customer Didn't Receive Receipt Email

• Solution: Check email address. Check spam folder. Resend receipt. Download and email manually.

Issue: Receipt Shows Wrong Invoice

• Solution: Void incorrect receipt. Generate new receipt linked to correct invoice.

What's Next?

Learn about related features:

• Create Credit Note - Issue refunds or corrections
• Manage Customers - Update customer payment preferences
• Bank Reconciliation - Reconcile received payments with bank statements

Automatic Receipt Generation

Enable automatic receipt generation in Settings. When you record a payment, the receipt generates and sends automatically - saving you time!