by Team AllYourVideogames | Nov 6, 2022 | Entrepreneurship | two
Many of us don't pay due attention to receipts when we pay or receive something. It is important to note that a receipt is a tax document provided for by law. Therefore, the importance of knowing how to fill out a receipt.
A receipt is a document that has the purpose of proving payments or receipts. It can be used by both individuals and legal entities.
Receipts are provided for in our civil code, in article 320 which says:
“The discharge, which may always be given by private instrument, shall designate the amount and type of the debt paid off, the name of the debtor, or who paid for it, the time and place of payment, with the signature of the creditor, or of the your representative.”
Despite being a supporting document, receipts also contribute to the financial management of your business. After all, through them it is possible to document and organize the flow of payments and keep a history in an organized way.
However, to be considered a valid tax document, some information is extremely important. Let's look at how to fill out a receipt completely and correctly.
How to fill out a receipt: do it yourself
Step 1: The first piece of information that should appear on your receipt is the title of the receipt. Typically, it highlights what type of transaction that document proves payment.
For example, you can put information such as:
- Sales payment receipt;
- Receipt of payment for services rendered;
- Rent receipt;
That is, the title will be the name of the transaction made, which justifies your receipt. Leave this information on the first line, centrally and in large letters.
Step 2: Describe the receipt, with complete information.
Here you will tell a story. It is like making a public statement about who received it, how much it received, why it received it, where it received it and on what date.
Let's go to the example:
I (receiver's full name), received from (payer's full name), the amount of R$ (numerical value) and soon after, the amount in full. The amount was paid due to (describe reason for payment). Without more for the moment, I sign the present.
When describing the reason for the payment, try to be very specific. For example: due to the sale of a Philco television, due to the apartment painting service, etc.
Step 3: Date and sign the document
At the bottom of the page, put the name of the city where the transaction took place, the date and mark a field for signature. The receipt must be signed by the person who received the amount.
Step 4: Always issue two copies of the receipt
Who made the payment of the amount described in the receipt, must keep the first copy of the document. Whoever received the amount, can keep the duplicate, or copy of the document.
How to fill in a receipt: ready-made templates
Some ready-made receipt templates are for sale at stationery stores or even available for download on the internet. In these cases, some new nomenclatures may emerge.
This is the case of issuer or underwriter. Do you know who the issuer is on the receipt?
When filling out a ready-made model and one of these names appears, know which issuer is receiving the amount, therefore, who should sign the receipt.
The borrower is the one who contracted the service, or made the purchase, that is, the buyer/payer.
Learn More: 10 application options for managing your company
Precautions for the receipt to be valid
do not erase
The information on a receipt needs to be clear and unique. In this sense, an erasure may appear to be tampering with the original content. In this sense, do not accept or issue receipts with erasures.
Write the numerical value and in full, always!
By filling only the field with numerical values, it is easier for someone to practice some fraud, changing the value. Therefore, even checks have both fields to fill in.
File your receipts
Receipts must be kept for 5 years. That's right! This is the legal period in which a person can contest a payment, only keeping the receipt will prove the debt has been discharged. The same happens with proof of payment of bills such as: electricity, telephone, internet and etc.
Make a backup
In addition to storing physical receipts, you can take a copy and file it in the cloud. Over the days and years, it becomes increasingly difficult to locate a document. When stored in the cloud, you can separate by year, transaction, values, thus facilitating your search.
Difference between receipt and invoice
The invoice aims to prove the provision of a service or the sale of a product. However, it does not prove payment for the transaction.
That is, if you hired a service, for example, you made the payment to the provider and he only gave you the invoice. There is no evidence that the debt was paid off. In this case, you can issue a receipt, collect the provider's signature and attach it to the invoice.
If you didn't know about this topic, you can check our country's legislation. Law No. 8.8846 provides for the issuance of tax documents.
It was sanctioned in 1994 and to this day regulates the issuance of receipts in the country.
Tips given! Whether for the financial control of your company or to protect yourself from undue charges. We hope that this content has been useful for your daily routine.
If you have any questions about issuing receipts, just leave it here in the comments.