how to record a cash sale

Question

how to record a cash sale customer walks in, buys an item, pays with a cheque the order is sent to accounting for invoicing which is emailed to the customer the invoice needs to show a balance due of 0.00 
 the options are 1) turn on the 'paid stamp' create the invoice, record the receipt, go back to the invoice and print it but this is a customized form, so the stamp is partially printed on the invoice 2) create the invoice, add a line showing 'paid in full' but customers focus on the balance due, not a line showing that it is paid causing customer service issues 3) create and print the invoice create and print the receipt email both, so you'd need to create two PDFs and email seperately 4) create the invoice add a line with a negative amount to debit 'cash to be deposited' this creates an invoice with a balance due of 0.00 this is what the customer needs to see, but, an aging detail doesn't show the invoice amount like in option 1-3, it shows 0.00 since no receipt was created even though the payment was debited to 'cash to be deposited' as a line on the invoice the 'make deposit' does not list the amount for this transaction 5) turn on CSV form data create an application that produces the invoice with a paid stamp is there another option that I am missing ?

RandyW · Answer

Roger L said: is there another option that I am missing ? 
 You may be missing that Sage 50 Canadian has the ability to record payment made at the time the Sales Order or Sales Invoice is generated. Or that's what you meant by idea '1'. 
 (Strangely, it does not have the capability to print payment information on the invoice / Order, so don't throw away your sharpie and your fax machine / scanner.) 
 Roger L said: the order is sent to accounting for invoicing 
 If shipment will be later, Use a Sales Order to tally up what the customer owes at the counter and enter payment on the Sales Order. Or, if goods are received at the point of sale use an invoice at point of sale. 
 Change the Invoice / Order from 'Pay Later' to 'Paid by Cheque', and enter payment and cheque info. Add a message to the invoice comment line, such as 'Paid by cheque number xxxxx'. The amount due will print as $0.00, but the cheque amount will not print anywhere and can't be added (at least as of release 2016.3, it may be added for release 2017.1) 
 This is pretty much your #1 or #4 idea, only: 
 - The cheque can be added to a Sage 50 printed deposit slip, so fewer steps / manual effort to deposit. 
 - The accounting is done in one step, and 
 - There's only one document to email. 
 Sage 50 lacks the internal controls to make it an acceptable 'front end' system for handling cash. It can just barely print an acceptable invoice for smaller businesses, and seems to have been designed for recording handwritten invoices and receipts or cash register / point-of-sale data. The 'paid stamp' thing is somewhere between comical and just sad. There was a strong suggestion to Sage that they should print the payment information . 
 There may have been the ability to print the payment method and amount back in the Crystal Report days. The main Crystal Reports invoice printing functionality was taken out back in 2014, although there are some third-party systems available that may do the job. 
 There are payment solutions and online software from Sage 50 that may ease the pain considerably, the above is specific to the venerable Sage 50 Pro / Premium / Quantum (oops, almost said Enterprise) desktop software with paper cheques physically delivered to a bricks-and-mortar bank.

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how to record a cash sale

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