Several entry points are available:
- From the purchase receipt list: the New button at the top right.
- From the purchase order list: select one to 5 purchase orders (all from the same supplier), then in the bulk actions panel, Purchase receipts > Add. The purchase orders are pre-selected on the form.
- From the add-products screen of a purchase order: the Add a purchase receipt panel on the right — a quick method for purchase receipts linked to a single purchase order.
Step 1 — Upload the file(s)
The form starts with the Main information panel:
| Field | Description |
|---|---|
| Title | Automatically generated from the file name (read-only). |
| Add several files? | Toggle. Lets you enter several files at once (each will have its own amount). |
| File / Files | Upload button. Accepted formats: PDF, JPG, PNG. Maximum size: 10 MB per file. |
| Comment | Free text (internal notes). |
Single-file mode vs. multi-file mode
- Single-file (default): one file covering one or more purchase orders. Each purchase order has its own amount.
- Multi-file: several files entered at once, attached to a single purchase order. Each file has its own amount.
Step 2 — Link the purchase orders
Purchase order(s) panel:
| Field | Description |
|---|---|
| Company | Buying company. Required in multi-company setups. |
| Supplier | Supplier (auto-complete). |
| Add a purchase order... | Auto-complete field for purchase orders. The search is automatically restricted to purchase orders from the company and supplier selected above, and to purchase orders with the In progress / No document purchase receipt status. |
Each selected purchase order is added to the Linked purchase order(s) table with:
- Reference, date, supplier, net and gross totals of the purchase order.
- Purchase receipt gross amount field: the amount this purchase receipt covers for this purchase order.
- View products button (eye icon): opens a popup with the detail of the purchase order's lines, for a quick check.
- Delete button (trash icon): removes the purchase order from the selection.
If another purchase receipt already exists for a selected purchase order, a "Existing document for this purchase order" notice appears with the reference, status, amount and a View file link. This avoids duplicates.
Important limits
- Maximum 5 purchase orders per purchase receipt.
- All linked purchase orders must belong to the same supplier.
Step 3 — Amount check
When saving, the system compares the total amount of the purchase receipts to the total of the linked purchase orders:
If the difference is 1 € or less (rounding accepted) → the record is saved directly.
If the difference exceeds 1 € → a warning popup appears:
"The amount of the document does not match the total of the linked purchase orders. Are you sure?"
You can Cancel to correct the amounts, or Yes, confirm to force the save (for example if you know that fees are included in the invoice).
Save buttons
- Create — Creates the record and stays on the page.
- Create and return — Creates the record and goes back to the list.
- Create and new — Creates the record and opens a new blank form to enter several purchase receipts in a row.
Edit a purchase receipt
Only possible for purchase receipts with the In progress status.
From the list, click the Edit icon on a row, or click the label.
What can be edited
- Replace the file — Replace the file button to re-upload. The new file replaces the old one (the old one is deleted from storage).
- Comment — Freely editable.
- Company, Supplier — Editable as long as you do not change the linked purchase orders along the way (which depend on the supplier).
- Linked purchase orders — Add or remove purchase orders (within the limit of 5 purchase orders / same supplier).
- Gross amounts — Editable line by line.
Status
The status is read-only on the form. It moves forward or backward via:
- The Next status / Previous status icons on the purchase order list (row by row).
- The bulk actions on the purchase order list (in bulk).
Delete a purchase receipt
Only possible for purchase receipts with the In progress status.
Deleting a single purchase receipt
From the list, click the Delete icon on the row. A confirmation appears before the action is carried out. The physical file is deleted from storage.
Bulk deletion
Select several purchase receipts in the list, then the Delete selection button at the bottom of the page. A confirmation is displayed.
Good to know — Deleting a purchase receipt does not delete the linked purchase orders. Only the purchase receipt and its file are removed. The purchase orders revert to the No document purchase receipt status if they had no other purchase receipt attached.
Sent / archived purchase receipts
For accounting traceability reasons, purchase receipts with the Sent status cannot be deleted from the interface. If a mistake was made, you must first switch them back to the In progress status (the Previous status action from the purchase order list), then delete them.
Archived purchase receipts cannot be deleted either; their physical file has already been deleted by the archiving task. Only the database entry remains, to preserve the history.
Exporting purchase receipts
From the purchase order list, select purchase orders, then in the bulk actions of the Purchase receipts panel: the Export purchase receipts button.
The system downloads a file grouping the information of the purchase receipts linked to the selected purchase orders (useful for reporting or bulk transmission to the accountant).