The Documents Module is a central system designed to create, manage, generate, and track all business-related documents such as invoices, receipts, orders, quotes, and procurement documents.

It helps organizations manage financial transactions, documentation, and payments efficiently while maintaining accuracy, transparency, and automation.
 

The module supports two operating modes:
 

• User Type 1 – Standard Invoicing and Customer Billing

• User Type 2 – Controlled Workflow based on Purchase Orders (Advanced Mode)

- What the Documents Module is Used For
 

The Documents Module is used for:

• Creating official business documents

• Managing customer and vendor transactions

• Generating professional PDF documents

• Tracking payments and balances

• Maintaining tax and accounting records

• Linking related documents

• Exporting data for reporting

• Integrating with external systems via APIs
  
  
   

  - Supported Document Types
   

  - Customer and Sales Documents
   

  Invoices (Tax Invoices)
  
  Used for billing customers for products or services.
  Supports tax calculation, discounts, partial payments, and multiple currencies.
   

  Receipts
  
  Issued as confirmation of payment received.
  Receipts are always marked as paid and are typically linked to invoices.
   

  Tax Invoice Receipts
  
  A document combining an invoice and a receipt, typically used for immediate payments.
   

  Credit Invoices
  
  Used to credit or adjust previous invoices and reduce customer balances.
  
  
  
   

  - Orders and Quotes
   

  Order Proposals (Quotes)
  
  Used for sending price quotes before confirmation.
  They do not affect accounting until converted into invoices.
   

  Detailed Orders
  
  Used to store detailed information about internal orders.
  
  
   

  - Procurement and Vendor Documents
   

  Purchase Orders
  
  Used to request goods or services from vendors.
   

  GR / IR (Goods Receipt / Invoice Receipt)
  
  Used to confirm receipt of goods or vendor invoices for inventory and accounting.
  
  
   

  - Delivery Documents
   

  Delivery Invoices
  
  Used to confirm delivery of products without payment information.
  
  
   

  ⚙️ Core Functionality
   

  The Documents Module provides:
   

• Document creation and editing

• Automatic PDF generation

• Multi-language and multi-currency support

• Tax and discount calculation

• Sending documents via email and WhatsApp

• Document linking (Invoice ↔ Receipt, Order ↔ Invoice)

• Payment tracking (Paid, Unpaid, Partially Paid)

• Advanced search and filtering

• Bulk operations (export, send, delete)
  
   

  - User Type 2 – Purchase Order-Based Workflow (Primary Functionality)
   

  What is User Type 2?
   

  User Type 2 is an advanced operating mode where the Purchase Order becomes the central document controlling:

• Payments

• Invoices

• Unlike standard invoice billing, documents in User Type 2 cannot operate independently.
  
  
   

  Key Functional Principles of User Type 2
   

  1️⃣ Purchase Order is the Financial Anchor
   

  In User Type 2:

• All invoices, deliveries, and receipts are linked to a Purchase Order

• The Purchase Order maintains cumulative amounts:

  • Receipts (money received)

  • Invoices (money billed)

  • Deliveries (value delivered)

• Payment status is calculated automatically, not set manually.
  
   

  2️⃣ Document Relationships and Traceability
   

  User Type 2 introduces parent-child document tracking:
   

• Purchase Order → Parent

• Invoices / Deliveries / Credits / Returns → Children

• The system:

• Stores a reference to the parent document

• Displays the parent document number in PDFs

• Maintains a full audit trail
  
   

• - Document Creation Process
   

  When a document is created, the system automatically performs:
   

• Customer or vendor detail validation

• Processing of items, pricing, tax, and discounts

• This process applies to all document types.
  
   

  - Payment and Receipt Management
   

• Supports cash, credit card, check, and bank transfer payments

• Allows for partial and full payments

• Automatically updates payment status

• Generates receipts upon payment reception

• Tracks remaining balances
  
  
   

  ⚙️ Settings and Customization
   

  Administrators can configure:
   

• Company and invoice settings

• Document templates and layout

• Tax rates and rules

• Payment gateways and methods

• Custom fields

• Email templates

• PDF security and appearance

• Language and currency preferences
  
  
   

  - API Support and Integration
   

  The Documents Module includes API access, allowing external systems to:
   

• Automatically create documents

• Retrieve document lists and details

• This enables seamless integration with websites, mobile applications, and third-party systems.
  
  
   

  ✅ Summary
   

  The Documents Module provides a powerful and flexible solution for managing all business documentation.

  It enhances:
   

• Financial accuracy

• Workflow efficiency

• By combining automation with customization, it ensures reliable and professional document management.
  
   

  - Who Should Use This Module
   

• Finance and accounting teams

• Sales teams

• Operations teams

• Service-based businesses

• Any organization managing invoices, payments, or orders

• Payment tracking

• Business transparency

• PDF document downloads

• Tracking document and payment status

• Assigns a unique document number

• Generates PDFs using predefined templates

• Securely saves the document

• Sends notifications if enabled