Concept of the module

A purchase receipt is a document (supplier invoice, till receipt, etc.) that provides the accounting evidence for one or more purchase orders. It is the document you will pass on to your accountant.

In practice, the Purchase receipts module lets you:

• Enter one or more files (PDF, image, scan).
• Attach them to one or more existing purchase orders.
• Enter the gross amount actually paid for each purchase order, and check that it matches the total of the purchase order's lines.
• Track their life cycle: from upload, to being sent to the accountant, to archiving.

Purchase receipt
├── Uploaded file(s)            ← PDF, image, scan…
├── Buying company
├── Supplier
├── Declared gross amount
└── Linked purchase orders           ← 1 to 5 purchase orders from the SAME supplier

Good to know — A purchase receipt can cover several purchase orders (typically a monthly invoice grouping several deliveries from a supplier), or a single file per purchase order. Both approaches are supported.

Status of a purchase receipt

The status shows where the purchase receipt stands in its life cycle.

On the purchase order list, a dedicated column shows the consolidated Purchase receipt status for each purchase order, with an additional status:

• No document (red) — No purchase receipt has been uploaded yet for this purchase order.
• In progress / Sent / Archived (same labels as above).

The status can be moved forward:

• Per purchase order, from the purchase order list (Next status / Previous status icons).
• In bulk, via the bulk actions on the purchase order list (Purchase receipts panel: Previous status / Next status).

Purchase receipt list

Menu Sales > Purchase orders > Manage purchase receipts (button at the top of the purchase order list), or directly via purchase-files in the menu if available.

Search and filters

Displayed columns

• Label — Title automatically generated from the uploaded file.
• Gross amount — Total amount declared by the user for this purchase receipt.
• Status (colored badge).
• Date — Creation date.
• Linked orders — Number of purchase orders attached to this purchase receipt.
• Actions — Download, Edit, Delete (see below).

Actions on a row

• Download — Opens the file in a new tab (or downloads it, depending on your browser).
• Edit — Only available for the In progress status. Opens the edit form.
• Delete — Only available for the In progress status.

Good to know — Purchase receipts with the Sent status can no longer be edited or deleted manually. This prevents a document that has already gone to accounting from being altered. Archived purchase receipts no longer have an accessible file (the physical file has been deleted).