What goes on my receipts, and where is my sales ledger?

Payments & plans · 4 min read

The short answer

Fill in your receipt details once and they print on every sale. Every recorded payment stays in a ledger you can export for your accountant, and a mistake is cancelled rather than deleted.

Settings > Billing & receipts > Receipts

Steps

1
Settings > Billing & receipts > Receipts: enter your legal name.
2
Check the address. It comes from General, and the link takes you there to change it.
3
Enter your tax number, then answer the VAT question. Answering no is an answer: it counts as complete.
4
Choose your receipt prefix. Watch the preview on the right as you type: it shows exactly what will print.

On this page5

If you are registered for VAT Your receipt numbers Export your sales ledger The nightly close A recorded payment is never rewritten

Good to know

If you are registered for VAT#

Switch Registered for VAT on and pick your rate. Then say whether your displayed prices already include the tax, which is the usual case at a counter, or whether it is added at checkout.

A registered gym prints a subtotal and a tax line on every receipt. A gym that is not registered prints neither, and that is deliberate: a Tax 0% line is a tax statement, and we do not make one on your behalf.

In Thailand, a registered gym issues a combined receipt and tax invoice, not a plain receipt. The document changes name on its own, and the till lets you add the customer name and tax number when they ask for them.

Your receipt numbers#

Numbers run in one continuous series per gym, in the order the payments were recorded. Next number tells you where the series stands before you touch anything.

Changing the prefix opens a new series: numbers start again at one under the new name, and the receipts already issued keep the number they were handed out with.

Never use INV as a prefix. An invoice and a receipt are two different documents, and numbering your receipts INV hands your accountant a series of invoices you never issued.

Export your sales ledger#

Path: Payments > Export, or Reports > Money.

Download the sales ledger gives you one file with everything: every entry over the period, the cancellations and refunds underneath the lines they correct, the daily close summaries by payment method and by tax rate, and the result of replaying the fingerprint chain.

Each entry carries a fingerprint computed on its own content and on the fingerprint of the one before it. Change one line and every line after it stops matching, which is why nobody can quietly rewrite the past.

Your ledger is kept for as long as your account exists, backups included, and you can export it at any time.

The nightly close

Every night, at your closing time, the day's entries are frozen and a summary is stored: totals by payment method and by tax rate. Nothing to press, no screen to open.

A correction on a day that is already closed is made with a reversal dated the day you make it. A closed month is never reopened, and that is what an accountant expects to find.

Troubleshooting

A recorded payment is never rewritten

Once a payment is marked paid, it stops being editable. So does deleting it. This is not a restriction on you, it is what makes your ledger worth reading: a till whose lines can change is a till nobody can check.

You correct the same mistakes as before, in a different shape. Cancel the wrong payment with a reason, then record the right one. The original stays in the list marked Cancelled, its reversal sits underneath it, and both carry your name and the time.

1
Payments: open the menu at the end of the line.
2
Cancel this payment, and write why in one line.
3
Record the correct payment as usual.

An unpaid line, an open tab, anything you have not collected yet: those are still baskets, not entries. You can edit and delete them exactly as before.

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