How to Enter, View, Edit and Export Receipts
Table of Contents
As a business owner it is a good idea to have documentation of your expenses. Having receipts of your transactions is an essential part to running your business smoothly. This module allows you to enter expense or income information. Clicking Receipts will display the current month’s list of entered receipts. You can review prior months using the arrows at the top of the receipts register. Please follow the steps below to Enter, View, Edit and Export Receipts.
- To generate a receipt click on receipts in the main menu.
2. Clicking Receipts will display the current month’s list of entered receipts. You can review prior months using the arrows at the top of the receipts register. To review a custom date range, enter that range in the boxes in the top left corner of the page and click Search.
Entering New Receipts
- To enter a new receipt select Enter New Receipt from the receipts register. Entry of a new receipt will require the following information:
- Transaction Date
- Click the calendar icon and choose the correct date for your transaction or enter the transaction date directly (mm/dd/yyyy).
- Customer or Entity
- Select the customer or entity from the drop down list.
- To add a new customer or entity, select New on this page.
- Entered From
- Choose the type of expense from the drop-down list. Choices include:
- Barter – A non-cash transaction that will be matched by a receipt entry.
- Bank Statement – A debit item appearing on the bank statement.
- Cash Log – An expense paid in currency and not directly from the bank account.
- Checkbook – An expense paid directly from the checking account, either by writing a check, allowing a draft on the account or processing an online payment amount.
- Credit Card Statement – An expense paid using a personal credit card.
- Enter amounts as dollars and cents with no punctuation other than the decimal point.
- Example entry: 125.50 or 4532.45
- Check Number/Credit Card
- Enter the check number or the name of the credit card being used (e.g. VISA No 1).
- Income Category
- Select the appropriate income category from the drop-down box. All categories that have been entered through the “Lists” tab will appear.
- If the expense has multiple categories, select Split. This will provide multiple spaces for details related to a single payment.
- If you would like to enter a note about the receipt, do so here.
2. After entering the required information, add the transaction to the receipts register by clicking Save.
- After entering a new receipt you will be returned to the receipt register where you can view the receipts you have entered. Depending on how your receipts were entered, you may see the following options.
- Show Button
- Whenever a “Split” transaction is entered and saved, that transaction will appear with a Show button. Clicking Show will display the multiple categories associated with that transaction. Once displayed, the Show button will be replaced with a Hide button. Clicking this will return the receipts register to the original view.
- Cleared Button
- Each expense entry appears with a Cleared check box to the right of the entry. Entries that originate from a source that is associated with the bank account will automatically be entered into the Checkbook and will be included in the reconciliation process. When a charge has been reconciled, the Cleared check box on the receipts page will be checked.
- To edit an existing receipt item, click Edit next to that receipt item. The details for that receipt item will then appear. Make the necessary changes and click Save to accept your changes or click Cancel to ignore your changes and return to the receipts list.
Exporting Your Receipts
1. An export button is available at the top of the receipts register. To export your receipts, select Export. This will generate an Excel spreadsheet containing the data points for the selected receipts. The dialogue box that displays will offer the option of opening the Excel sheet or saving the Excel sheet to a file that can be opened later.