📋 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.
🏗️ 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
⚙️ How Receipts Work
1️⃣ Creating a Receipt
When you create a new receipt:
🎯 Auto-Generated Receipt Number
System creates unique number: RCP-00000001, RCP-00000002, etc.
Cannot be modified once created
📋 Required Information
Select the user responsible for receiving
Receipt date (defaults to today)
Status is automatically set to "Pending"
➕ 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:
📦 Creates Receipt Items
Stores product details, quantities, and prices
Links items to the receipt
📈 Updates Stock Levels
Adds received quantities to your inventory
Records cost and selling prices
Tracks who added the stock and when
💱 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🔄 Receipt Status
⏳ Pending
Default status for new receipts
Indicates receipt is being processed
Can be modified and updated
📱 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
📝 Creating a Receipt - Step by Step
Step 1: 📋 Basic Information
Go to Inventory → Receipts
Click "Create Receipt"
Select responsible user
Confirm receipt date (defaults to today)
Receipt number is generated automatically
Step 2: ➕ Add Items
Click "Add Item"
Select product from dropdown
Enter quantity received
Enter cost price (what you paid)
System calculates selling price and tax
Repeat for all products
Step 3: ✅ Review and Save
Review all items and totals
Click "Save Receipt"
Receipt is created with "Pending" status
Stock levels are updated immediately
⭐ 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
📏 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
🔗 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
🔐 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
💼 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
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