Managing Receipts

The Receipt module allows you to record and manage documents that prove money has been paid. Similar to invoices, when your business spends money on an expense, you receive a receipt from the supplier. This module helps you confirm the amount paid, the date of the transaction, and what was purchased.

Overview of the Receipt Screen

When you open the Receipt module, you will see a list of all existing receipts. From this main dashboard, you can perform several actions to view and filter your records.

**[Image: Main Receipt list view showing filters, action buttons, and existing records]**

• Pagination: Navigate through multiple pages of receipts using the arrow controls. You can also adjust the number of entries shown per page (e.g., show 10 at a time).
• Search and Filter: Use the search bar at the top to find specific receipts by Voucher Number or Customer Name.
• Date Filter: Use the calendar input field to filter receipts by a specific date.
• Branch Filter: Use the dropdown menu to filter receipts associated with specific business branches or select "All Branches".
• Quick Actions: Select a receipt from the list and use the action buttons to Print, Export to PDF, Export to Excel, or Delete the record directly from the main screen.

How to Add a New Receipt

Follow these steps to record a new payment receipt in the system:

1. Click the blue + Add New button located in the top right corner of the screen.
2. Fill in the General Information:
   • Voucher: The system will automatically generate a unique voucher number for this receipt.
   • Branch: Select the applicable branch for this transaction.
   • Pay Account: Choose the payment method used, such as Cash Account or a specific Card account.
   • Currency: Confirm the currency for the transaction.
   • Paid By: Enter the name of the person or entity who made the payment.
   • Date: Select the date the payment was made.
   • Remark & Comments: Add any necessary notes or comments regarding the transaction.
   • Cheque Details: If the payment was made by cheque, enter the Cheque Ref No and Cheque Date in the top right fields.

**[Image: New Receipt form showing the general information fields at the top]**

3. Add Account Details:

   Under the Accounts tab, enter the specific line items for the receipt:

   • Select the Account Name to which this receipt is linked.
   • Enter the Amount.
   • Fill in optional fields like Payment Towards, Link, Cr/Dr Note, and Notes as required for your records.
4. Configure Settings (Optional):

   Click on the Settings tab next to Accounts. Here you can toggle various parameters to customize how the receipt behaves, such as showing or hiding specific fields in the accounts area.

5. Save the Receipt:

   At the bottom of the form, you have several action buttons:

   • Save: Click to finalize and record the new receipt.
   • Hold / Retrieve: You can place a receipt on hold to save your progress temporarily and retrieve it later to finish.
   • Clear: Clears all entered data from the form.

Viewing and Editing an Existing Receipt

You can review detailed information for any saved receipt or make edits if necessary.

1. From the main list view, double-click on the receipt you want to view.
2. The receipt will open in a detailed view displaying the following tabs:
   • Details: Provides a comprehensive overview of all information entered for the receipt.
   • Approvals: If your workflow requires it, you can send the receipt to an administrator for approval from this tab.
   • Journal Entry: Displays the corresponding financial journal entries created by this receipt.
   • Notes & History: Shows a log of changes, actions, and notes related to the receipt.

**[Image: Detailed view of a saved receipt showing the available tabs like Details and Approvals]**

3. Quick Actions in View Mode: While viewing a receipt, you can use the Print or Delete buttons located just above the details section.
4. Editing the Receipt: If you need to modify the information, click the Edit icon (pencil symbol) located in the top right corner of the window. This will reopen the receipt form, allowing you to update fields and save the changes.