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Find Receipt

Find Receipt is the register's receipt search tool. Use it to locate a past sale when a customer comes in for a return or warranty claim — even when they don't have their paper receipt — by searching on whatever they do remember: roughly when they bought it, how they paid, the last 4 digits of their card, the amount, or what the item was.

Open the Find Receipt screen

  1. On the Register screen, click the small dropdown arrow next to the register name at the top of the screen.
  2. Select Find Receipt.

Search for a receipt

All search fields on the Find Receipt screen are optional — fill in any combination and click Search. The more fields you fill in, the narrower the results.

  1. Enter one or more search filters (see the field reference below).
  2. Click Search.
  3. Matching receipts appear in a table below, newest first.
  4. To adjust your search, click the Search Filters bar above the results — after a search that finds receipts, the form collapses into this bar; clicking it reopens the filters. (If no receipts match, the form stays open.)
  5. Click Clear to reset every field and start over.

If you click Search with nothing filled in, the page shows: "Please enter a search parameter." — enter at least one filter and try again.

Search filters — what each field matches

Left column — receipt, customer, date, and payment:

  • Receipt # — the exact receipt number.
  • Customer — the customer on the sale. Type a customer number, or start typing a name and pick from the suggestions that appear.
  • Date — a From and To date range. Fill in both boxes. The quick buttons below fill the range for you: Today, Yest (yesterday), L7D (last 7 days), L30D (last 30 days).
  • Payment — the payment type used (the dropdown lists the tender types your store has taken, e.g. Cash, Check, Visa).
  • Amount — the amount of a single payment on the receipt. Useful when a sale was split across payments and the customer remembers what they put on their card.
  • Total — the receipt's grand total (subtotal plus tax).
  • Card # — the last 4 digits of the credit card used to pay.
  • Check # — the check number recorded with a check payment.

Right column — references and items:

  • PO # — the purchase order number entered on the sale.
  • Quote # — the quote (held sale) number, for receipts that were created by invoicing a quote.
  • Note — text contained in the receipt's note. This also searches delivery notes and item-level notes attached to the sale.
  • Description — text contained in the description of an item that was sold on the receipt. Each row has two boxes joined by "or" — fill in either or both to match alternate wordings.
  • Desc 2 / Desc 3 — descriptions of a second and third item on the same receipt. Example: Description "rose" plus Desc 2 "fertilizer" finds receipts that contain both a rose item and a fertilizer item.
  • PLU / PLU 2 — exact item numbers (PLUs) of items sold on the receipt. Like the description rows, the two boxes in each row are either/or, and PLU 2 matches a second, different item.

Bottom row — location filters:

  • Stores (shown only if your business has more than one store) — limit results to receipts rung at the selected store(s). Use Select All / Deselect to toggle the whole list.
  • Division (shown only if your business has more than one sales division) — limit results to one division, or leave on All Divisions.

Reading the search results

Each matching receipt is one row, sorted newest first. Columns include: Receipt, Register, Date, Customer #, Name, Phone, Subtotal, Tax, Note, PO#, Store, Tender$, Tender Type, Tender Subtype, Card#, CC Txn ID, and Approval Code.

  • Click any column header to re-sort; type in the filter box under a header to narrow the rows further.
  • The count of matching receipts is shown above the table.
  • Click CSV (top right of the results) to download the results as a spreadsheet file.
  • Click a Receipt number to open that receipt on the Register screen.
  • Click a Customer # to open that customer's profile page.

List every item sold on the matching receipts

Check List items sold next to the Search button before searching. Instead of one row per receipt, the results show one row per item across all matching receipts, with columns PLU, Description, Quantity, Purchases, and Sales. Use this to answer questions like "how much of this plant did we sell to this customer last spring?"

Open a found receipt at the register

Click the receipt number in the Receipt column of the search results. The receipt loads on the Register screen, where you can view it, reprint or email it, or attach a customer (see below).

If a sale is currently in progress on the register, VMX protects it before loading the found receipt — you'll see: "There are unsold items rung up. Putting them ON HOLD to view receipt #…" The in-progress items are placed on hold and can be resumed afterward; cancelling the hold sale clears those items.

Attach a customer to a receipt (for returns and warranties)

Returns and warranty claims are tracked against the customer's purchase history, so a receipt that was rung without a customer needs one attached before a validated return will find it. To attach a customer to a past receipt:

  1. Use Find Receipt to locate the sale and click its Receipt number to load it on the Register screen.
  2. In the totals area, click the Customer Missing label (it turns red when the sale includes a refund). (If a customer is already attached and you need to change it, click the pencil edit icon next to the customer's name instead.)
  3. In the Receipt Customer window, enter the Customer Number — or start typing the customer's name and pick from the suggestions — then click Set.
  4. If the customer isn't in your system yet, type their name and phone number into the field and click the + icon ("Attach a new customer to this receipt."), then confirm the prompt "Associate a new, blank customer with this receipt?" — this creates the customer record and attaches it in one step. You'll be taken to the new customer's profile page to fill in the rest of their details.

Once the customer is on the receipt, the purchase appears in their history. To process the return, start a new sale for that customer — the repeat icon ("Start new sale with customer") next to the customer's name on the loaded receipt does this in one click — and follow Validated Returns to link the return to the original purchase, or see Returns and Refunds for the other return options.