📋 Receipt Management

🌟 Overview

The Receipt Management system in Concord CRM allows businesses to track and manage incoming inventory. When products are received from suppliers, users can create receipts to document the transaction and automatically update stock levels.

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🏗️ Receipt Structure

📝 Basic Information

• Receipt Number: Auto-generated unique identifier (Format: RCP-00000001)

• User: Staff member responsible for receiving the inventory

• Status: Current state of the receipt (Pending by default)

• Received Date: Date when inventory was received (defaults to today)

📋 Receipt Items

Each receipt can contain multiple products with:

• Product: Selected from your product catalog

• Quantity: Number of units received

• Cost Price: Amount paid to supplier per unit

• Selling Price: Calculated automatically (cost + tax)

• Tax Amount: Calculated based on product tax rate

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⚙️ How Receipts Work

1️⃣ Creating a Receipt

When you create a new receipt:

1. 🎯 Auto-Generated Receipt Number

   • System creates unique number: RCP-00000001, RCP-00000002, etc.

   • Cannot be modified once created

2. 📋 Required Information

   • Select the user responsible for receiving

   • Receipt date (defaults to today)

   • Status is automatically set to "Pending"

3. ➕ Adding Items

   • Select products from your catalog

   • Enter quantity received

   • Enter cost price (what you paid supplier)

   • System calculates selling price and tax automatically

2️⃣ What Happens When Receipt is Created

The system automatically:

1. 📦 Creates Receipt Items

   • Stores product details, quantities, and prices

   • Links items to the receipt

2. 📈 Updates Stock Levels

   • Adds received quantities to your inventory

   • Records cost and selling prices

   • Tracks who added the stock and when

3. 💱 Calculates Prices

   • Uses product's tax rate to calculate tax amount

   • Adds tax to cost price to get selling price

   • Stores all price information for reporting

3️⃣ Receipt Processing

🗄️ Database Transaction

• Everything happens in a single database transaction

• If any step fails, nothing is saved (data integrity)

• Ensures stock and receipt data stay synchronized

💰 Price Calculations

Tax Amount = (Unit Price × Tax Rate) / 100
Selling Price = Unit Price + Tax Amount

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🔄 Receipt Status

⏳ Pending

• Default status for new receipts

• Indicates receipt is being processed

• Can be modified and updated

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📱 Receipt Pages

📋 Receipt List Page

👀 What you see:

• Receipt Number (clickable to view details)

• User who created the receipt

• Status indicator

• Received date

• Action buttons (Edit, Delete, View)

📄 Receipt Detail Page

👀 What you see:

• Complete receipt information

• Full breakdown of all items

• Total quantities and values

• Related stock movements

• Creation and update history

🔧 Actions Available:

• Edit receipt details

• Add or remove items

• Delete receipt

• Print receipt

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📝 Creating a Receipt - Step by Step

Step 1: 📋 Basic Information

1. Go to Inventory → Receipts

2. Click "Create Receipt"

3. Select responsible user

4. Confirm receipt date (defaults to today)

5. Receipt number is generated automatically

Step 2: ➕ Add Items

1. Click "Add Item"

2. Select product from dropdown

3. Enter quantity received

4. Enter cost price (what you paid)

5. System calculates selling price and tax

6. Repeat for all products

Step 3: ✅ Review and Save

1. Review all items and totals

2. Click "Save Receipt"

3. Receipt is created with "Pending" status

4. Stock levels are updated immediately

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⭐ Key Features

🔢 Automatic Numbering

• Sequential receipt numbers (RCP-00000001, RCP-00000002...)

• No duplicates possible

• Cannot be manually changed

📊 Stock Integration

• Stock levels update automatically when receipt is created

• Stock records include cost price, selling price, and creator

• Real-time inventory tracking

💵 Price Management

• Uses product catalog for base prices and tax rates

• Automatically calculates selling prices

• Stores actual cost prices from suppliers

👥 User Tracking

• Every receipt is assigned to a user

• Provides accountability

• Tracks who received what inventory

🔍 Search and Filtering

• Search by receipt number

• Filter by status

• Filter by date range

• Filter by user

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📏 Business Rules

❗ Required Fields

• User (who received the inventory)

• Receipt number (auto-generated)

• Status (defaults to "Pending")

• Received date (defaults to today)

📦 Item Requirements

• Must select valid product

• Quantity must be positive number

• Cost price must be provided

✅ Validation Rules

• Receipt numbers must be unique

• Cannot delete receipts with existing stI alock movements

• Only authorized users can create/edit receipts

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🔗 Integration with Other Modules

🛍️ Product Catalog

• Receipts pull product information from catalog

• Tax rates and base prices come from product settings

• Product validation ensures only valid items are added

📦 Stock Management

• Creates stock records automatically

• Updates inventory levels in real-time

• Tracks cost and selling prices for valuation

👤 User Management

• Integrates with user permissions

• Tracks user responsibility

• Controls access based on roles

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🔐 Data Security

🛡️ Access Control

• Users need proper permissions to create receipts

• Role-based access to different functions

• Audit trail for all changes

🔒 Data Integrity

• Database transactions ensure data consistency

• Validation prevents invalid data entry

• Soft deletes maintain audit trail

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💼 Common Use Cases

🌅 Daily Operations

• Receiving supplier deliveries

• Recording purchase orders

• Updating inventory levels

• Tracking supplier costs

📊 Monthly/Quarterly Tasks

• Inventory valuation reports

• Supplier performance analysis

• Stock movement tracking

• Cost analysis