POS Receipt Template
A till that cannot trace a sale to a register, a cashier and a transaction number makes every discrepancy hard to solve. A proper POS receipt records the store, register, cashier, transaction number, items, discounts, tax, tender and change. Lay one out free below with no signup, then download the PDF.
No signup. Fill it in and download the PDF in under a minute.
A customer looks at a POS receipt and sees a shopping list. A manager looks at the same slip and sees which register, which cashier and which transaction number, which is the only way to find where $40 went missing on a Saturday.
What goes on a POS receipt
- Store name, address and store number
- Register or terminal number, and the cashier name or ID
- Sequential transaction number, and the batch it belongs to
- Date and time, to the minute
- Each item with SKU or barcode, quantity, unit price and line total
- Price overrides and manager approvals, marked as such
- Voided lines shown struck through or flagged rather than silently removed
- Discounts and loyalty redemptions as their own lines
- Subtotal, tax by rate, and total
- Tender lines: each payment method with its amount, where a sale was split
- Change given, and cash back if the terminal offers it
- Return policy, and a barcode or QR of the transaction number for lookups
One transaction with a correction
Store 118, register 04, cashier ID 2207, transaction 000914, batch 22, 3 July at 17:36. Extension lead, SKU 4410882, one at $12.99. LED bulbs, SKU 3390115, four at $3.75, $15.00. One bulb line voided, quantity corrected from five, manager approval 118M. Loyalty discount $2.00. Subtotal $25.99, tax at 7.25 percent $1.88, total $27.87. Tendered cash $20.00 and card ending 7741 $7.87. Change $0.00.
A void line and a manager approval turn a receipt into an audit record. Removing a mistake without trace is how shrinkage hides.
POS receipt or sales receipt
They describe the same transaction from two angles. A sales receipt is the customer document: what was bought, what it cost, how to return it. A POS receipt is that plus the operational trail, which a manager reconciles against the end of day report and a card processor asks for when a payment is queried.
If you are handing something to a customer, the sales receipt is the right template. If you are reconstructing a till record, replacing a slip for a card dispute, or setting up how your own receipts should print, use this one.
Split tender and why it appears twice
When a customer pays part cash and part card, a lot of till software prints one total and one payment line, which then fails to match the card batch at close. Each tender belongs on its own line with its own amount. The same applies to gift cards and store credit. A day that will not reconcile is usually a split tender that was recorded as a single payment.
Make a till receipt
Register, cashier, transaction number and split tender all have fields in the receipt generator. Useful for rebuilding a slip, or for working out how your own should print.
Related receipt templates
- Sales receipt template
- Credit card receipt template
- Grocery store receipt template
- Refund receipt template
- General receipt template
- All free templates
Last updated October 2026. General guidance, not legal, tax or compliance advice. Receipt requirements and card-data rules vary by country and payment provider.
What does POS mean on a receipt?
POS stands for point of sale, the place and system where a customer pays. A POS receipt is the slip, email or on-screen record the system produces for each sale. Because it comes from the till, it can carry details a handwritten receipt cannot, such as the register, the cashier, a transaction number and the exact tender used.
What paper width does a POS receipt printer use?
| Width | Typical use | Notes |
|---|---|---|
| 58 mm | Handheld terminals, small cafes, market stalls | Fits fewer characters per line, so keep item names short |
| 80 mm | Full counter tills, restaurants, retail | Room for more columns such as quantity, unit price and total |
Check the paper size your printer uses before you design a layout. A receipt that looks right on screen can wrap badly on the wrong width.
What should you check when you set up receipts in a POS system?
- Business name, address, tax or registration number and contact details at the top.
- Receipt wording for sales, returns and voids.
- Tax shown by rate, not as one lump.
- Only the last four digits of the card number, and never the full number or security code.
- A return and exchange policy line that matches your real policy.
- A transaction number that is unique and easy to look up.
- Options for printed, emailed and no-receipt sales.
- A test sale and a test return before you go live.
Printed or digital: which POS receipt works better?
| Printed | Digital | |
|---|---|---|
| Cost | Paper and ink on every sale | Almost nothing per receipt |
| Customer convenience | Handed over at once | Searchable in an inbox |
| Shelf life | Thermal print fades over time | Stays legible |
| Data to collect | None | An email address, with consent |
| Returns | Easy to scan at the till | The customer must find it |
Offer both where you can. Many customers want an email copy for expenses, and many prefer paper at the counter.
How should you handle card details on a receipt?
Print only the last four digits of the card number and the card type. Never print the full number, the security code or the PIN. Payment card rules and many local laws restrict what a receipt may show, so confirm what applies to you with your payment provider. If you reproduce a receipt for a dispute, copy the same masked digits from the original record.
How long should you keep POS records?
Keep till reports, receipt copies and end-of-day totals for as long as your tax authority requires business records to be kept. The period varies by country, so ask your accountant. Keeping the transaction numbers in order lets you trace a missing sale or a mismatch back to a single register and cashier.
Which POS receipt mistakes cause problems?
- No transaction number, so a return cannot be matched to a sale.
- Tax shown as one line when several rates apply.
- Voids and overrides removed without a trace.
- Full card numbers printed.
- A return policy line that no longer matches what staff actually do.
- No test print after changing the template.
Related receipts: sales receipt template, refund receipt template, credit card receipt template, grocery store receipt template, restaurant receipt template and itemized receipt template. Not sure which document you need? Read invoice vs receipt.
Frequently asked questions
What is the difference between a POS receipt and a sales receipt?
A sales receipt is the customer facing record of what was bought. A POS receipt adds the till audit trail: register number, cashier ID, transaction number, voids and tender breakdown. That is the version a manager reconciles against.
Why should voided lines stay on the receipt?
Because a correction that leaves no trace is indistinguishable from theft. Showing the void and the approving manager keeps the transaction auditable without hiding the mistake.
How should a split payment appear?
Each tender on its own line with its own amount. Recording a part cash, part card sale as a single payment is one of the most common reasons an end of day reconciliation fails.
What is the transaction number for?
It is the reference that ties the paper slip to the record in your till system. Card disputes, returns and stock queries all start by looking up that number.
What does POS receipt mean?
POS means point of sale. A POS receipt is the record a till or payment terminal produces for a sale, showing the items, the total, the tender used and details such as the register and transaction number.
What size is a POS receipt?
Most receipt printers use 58 mm or 80 mm wide thermal paper. The 58 mm size suits handheld terminals and the 80 mm size suits full counter tills.
What should a POS receipt include?
The business name and address, date and time, register and cashier, a transaction number, each item with its price, discounts, tax by rate, the total, the payment method and a return policy line.
Is it safe to print the card number on a receipt?
Print only the last four digits and the card type. Never print the full card number or the security code, and check the rules from your payment provider.
Should I give a printed or an emailed receipt?
Offer both. Printed receipts are quick at the counter, and emailed receipts are easier for customers to keep and for expense claims.
Related receipt templates
Need a different kind of receipt? These free templates cover the most common situations, and each one downloads as a clean PDF you can print or share.