Method CRM Help Center

Every business owner is aware that once a sale is successfully negotiated, payments are received and the product or service has been delivered to the customer, one final step remains. A sales receipt allows your customers to keep track of their own purchases, building out their own trail of breadcrumbs not only for tax purposes, but also to keep track of their own workflow processes. And a sales receipt can help you maintain an up-to-date picture of your own workflow as well, since a digital copy of the receipt can be stored in Method indefinitely, to be referred to in the future. Method allows you to build out sales receipts using information pertinent to the sales exchange for quick and easy generation, as well as allowing you to edit existing receipts as necessary. As usual, Method also offers a simple-to-navigate grid that helps you sort and search for saved receipts. This section will detail how to create a new sales receipt, how to edit an existing receipt, and will provide a breakdown of the associated screens as a handy reference.

How to create a new sales receipt

There are actually two ways to access the New/edit sales receipt screen in Method.

The first is to navigate to Customers > Sales receipts in your CRM tab group.

The second is a bit more complicated: navigate to Customers > Customers and contacts list, choose a customer to edit from the list, click Select, and on the Edit customer screen, scroll down and click Transactions > New transaction > Sales receipt. This will auto-fill the fields below with the pertinent information associated with this customer. If you choose to follow this method, skip to step 3.
On the New/edit sales receipt screen, choose a customer or lead with whom to associate this sales receipt from the Customer:Job drop down list, or you can choose to create a new one (see the associated Customer documentation for more information). Choosing one from the drop down list will automatically populate the fields below with the information associated with that customer or lead.
Specify a date for your sales receipt by clicking on the drop down list and choosing one from the generated calendar.
Technically speaking, this is all the information Method needs to create the record of this sales receipt, but obviously it wouldn’t be very helpful if it didn’t include any information about the sale! In the rest of the screen, you can specify the payment type, account that received the deposit, the sales rep associated with the sale, the carrier of delivery, and the sales items that were delivered.
Fill in all pertinent line items associated with this sale by choosing from the Item drop down menu. If you run out of lines for items, click on New line item to generate more. When you’re done, click Update to generate a subtotal.
The bottom of the screen allows you to include a relevant customer message, identify whether or not the total should be taxed (clicking Save will apply the taxes if applicable), and include a memo if necessary. You can also choose to flag this sales receipt to be printed or emailed in QuickBooks, mark it as pending, or keep it from being pushed to QuickBooks by flagging it as waiting for approval.
Clicking Save will apply taxes to your total if applicable and will save the fields above. Save & New will do the same but clear the fields in preparation for a new sales receipt.

How to edit an existing sales receipt

Follow step 1 from above.
From the Existing sales receipts grid to the left, choose the receipt you want to edit and click select. This will populate the fields to the right with all the pertinent information associated with this sales receipt.
From here you can change the information in any of the fields, as long as you make sure to include a Customer:Job and Date entry, which Method requires to save the record.
If you add or remove line items from the grid, be sure to click Update when you’re done so an accurate total will be generated.
Click Save to save the altered fields and check boxes. When you refresh the screen or the Existing sales receipts grid, your changes will be reflected in the entry you chose.

Screen overview

The following is a breakdown of the New/edit sales receipt screen. We’ll take a closer look at each element of the screen (drop down menus, buttons, etc.) so you know exactly what each element does. We hope this will be a useful “glossary” of sorts for new users!

New/edit sales receipt

Let’s take a look at the fields associated with creating a new sales receipt. Remember, editing a sales receipt only requires you to Select it from the Existing sales receipts grid, and then changing the fields as necessary before saving!

Customer:Job: This drop down list allows you to choose a customer and/or a job with which to associate this sales receipt. Choosing one will auto-fill the pertinent fields associated with the customer (for example, billing addresses).
Class: This drop down list refers to the type of job that was done (please see Classes for more information).
Date: This refers to the date the sales receipt was created. Clicking the drop down list generates a clickable calendar you can use to choose a date.
Sale #: By default, this number is generated by QuickBooks, but you can edit it here. It’s used to keep track of your sales receipts in the Existing sales receipts grid.
Bill to/Ship to: This encompasses the pertinent address information for your customer, and should be auto-filled when you choose him or her from the drop down list. You can still make changes in this screen, however.
Check #: If the invoice was paid by check, you can include the specific check number here.
Payment method: This drop down list allows you to choose the method of payment that was used in the transaction.
Deposit to: This drop down list lets you choose which account the payment was applied to - be it accounts receivable, your bank, or any other location.
Rep: This drop down list allows you to choose a sales representative that was associated with this sale.
Via: This drop down menu gives you the option to identify what carrier service was used to deliver the product, if applicable.

Line item grid

Directly below you will find another grid; this grid appears when you select a Customer:Job from the drop down list. This grid is where you can input individual line items into your sales receipt.

You can include as many items as you want/need to on this grid, as well as the pertinent information associated with each. If you run out of line item spaces, click on New line item and more will be generated (you have to have used all the existing ones for this function to work, however).

For each item, the following fields can be filled out:

Description: This is, simply, a description of the item.
Quantity: This refers to the amount of products or services that were ordered and delivered.
Rate: This number refers to how much a single item or event costs. The rate, multiplied by the number of items or events, will be the Amount.
%: This denotation is typically used for discount items. Please see our Items documentation for more information.
Amount: This is the total for each line item, as determined by the rate multiplied by the number of goods or services ordered (e.g. if the client has ordered four items at $30 apiece, the total will express as $120). When you click Update, a total amount for all line items will be tallied at the bottom of this column.
Tax: This drop down menu allows you to apply tax (or not) to this line item.

Click Update to generate a new total based on the line items you’ve included, or click Cancel to delete any unused line item sections. Click Delete at the far right of any line item to delete that individual line item (this can’t be undone).

On the left-hand side of this section there are several other options. Let’s take a look!

Customer message: This drop down menu allows you to choose from several pre-built messages to include with the sales receipt. This would typically be the same message you included with the invoice.
Memo: This writable field allows you to include any additional information that wouldn’t fit anywhere else on the sales receipt (think of it in the same way as the “memo” space on a check).
Tax item: Depending on whether you are in an origin-based or destination-based state, whether or not you are required to tax items you sell will vary. Method allows you to choose between “taxable”, which will apply applicable taxes to the subtotal, and “out of state”, which will leave the taxes off.
Total: This represents the total amount for all line items, including any applicable taxes. This amount is generated and updated when you click Save.

Additional options

There are also several additional options that can be clicked. They are as follows:

To be emailed: Checking this option flags this record in QuickBooks as "to be emailed", which will allow you to group and email en masse from QuickBooks at a later time.
To be printed: Checking this option flags this record in QuickBooks as “to be printed”, which will allow you to group and print en masse from QuickBooks at a later time.
Waiting for sync approval: If this option is checked, this sales receipt will not be pushed over to your QuickBooks account until you manually uncheck it.
Mark sales receipt as pending: This will flag the sales receipt in QuickBooks as pending. There are a variety of reasons you might want to do this: for example, if the receipt needs to be approved before being finalized.

Existing sales receipts

This grid functions the same way as most grids in Method do (see our documentation on Grid functionality for more information), but there are some specific points that need to be addressed on this grid. Let’s begin with the Filter by drop down menu.

My non-posted sales receipts: This option will display all sales receipts that have not yet been posted to QuickBooks (one reason could be because Waiting for sync approval is checked).
My sales receipts: This will display all your sales receipts.
My sales receipts from today: This will display all sales receipts assigned today’s date.

There are also Shared options for each of these choices.

Clicking “select” next to any record will auto-fill the information available from that record into the pertinent fields in the screen to the right. You can also sort and search the grid by Sale #, Date on the sales receipt, and the Customer:Job with which the sales receipt is associated. If you click on the Customer listed in the Customer:Job field, it will open the Edit Customer screen.

Buttons

At the bottom of the screen you will see some buttons that should be familiar to you from around Method. Let’s take a look at each of them.

More actions: This option allows you to Clear / New which clears the fields without saving, Customize Print Templates for sales receipts to be printed, or Delete sales receipt (which can’t be undone).
Print preview: This option will show you what your sales receipt will look like when printed (based on your chosen print template).
Save: This option saves the information in the fields and allows you to keep working on them.
Save & New: This option saves the information in the fields and then clears them so you can begin work on a new sales receipt.

Created on	Aug-01-2013
Last modified on	Sep-17-2015