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

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

The module supports two operational modes:
 

• User Type 1 – Standard invoicing & customer billing

• User Type 2 – Purchase Order–based controlled workflow (advanced mode)

- What the Documents Module Is Used For
 

The Documents Module is used to:

• Create official business documents

• Manage customer and supplier transactions

• Generate professional PDF documents

• Track payments and balances

• Maintain tax and accounting records

• Link related documents together

• Export data for reporting

• Integrate with external systems using APIs
  
  
   

  - Supported Document Types
   

  - Customer & Sales Documents
   

  Invoices (Tax Invoices)
  
  Used to bill 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 usually linked to invoices.
   

  Receipt Tax Invoices
  
  A combined invoice and receipt document, typically used for immediate payments.
   

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

  - Orders & Proposals
   

  Order Proposals (Quotations)
  
  Used to send price offers before approval.
  They do not affect accounting until converted into invoices.
   

  Detail Orders
  
  Used for storing detailed internal order information.
  
  
   

  - Purchase & Supplier Documents
   

  Purchase Orders
  
  Used to request goods or services from suppliers.
   

  GR / IR (Goods Receipt / Invoice Receipt)
  
  Used to confirm received goods or supplier invoices for inventory and accounting.
  
  
   

  - Delivery Documents
   

  Delivery Invoices
  
  Used to confirm product delivery without payment information.
  
  
   

  ⚙️ Core Functionalities
   

  The Documents Module provides:
   

• Document creation and editing

• Automatic PDF generation

• Multi-language and multi-currency support

• Tax and discount calculation

• Email and WhatsApp document sending

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

• Payment tracking (Paid, Unpaid, Partly Paid)

• Advanced search and filtering

• Bulk actions (export, send, delete)
  
   

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

  What Is User Type 2?
   

  User Type 2 is an advanced operational mode where the Purchase Order becomes the central document that controls:

• Payments

• Invoices

• Unlike standard invoicing, documents in User Type 2 cannot act independently.
  
  
   

  Main 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 stores cumulative totals:

  • Receipts (money received)

  • Invoices (money billed)

  • Deliveries (value delivered)

• Payment status is calculated automatically, not manually set.
  
   

  2️⃣ Document Relationships & Traceability
   

  User Type 2 introduces parent–child document tracking:
   

• Purchase Order → Parent

• Invoices / Deliveries / Credits / Returns → Children

• The system:

• Stores parent document reference

• Displays parent document number in PDFs

• Maintains full audit trails
  
   

• - Document Generation Process
   

  When a document is created, the system automatically:
   

• Validates customer or supplier details

• Processes items, pricing, tax, and discounts

• This process applies to all document types.
  
   

  - Payment & Receipt Management
   

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

• Allows partial and full payments

• Automatically updates payment status

• Generates receipts upon payment

• Tracks remaining balances
  
  
   

  ⚙️ Settings & 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 & Integration Support
   

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

• Create documents automatically

• Fetch document lists and details

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

  ✅ Summary
   

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

  It improves:
   

• Financial accuracy

• Workflow efficiency

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

  - Who Should Use This Module
   

• Finance & accounting teams

• Sales teams

• Operations teams

• Service-based businesses

• Any organization managing invoices, payments, or orders

• Payment tracking

• Business transparency

• Download document PDFs

• Track document and payment status

• Assigns a unique document number

• Generates a PDF using predefined templates

• Saves the document securely

• Sends notifications if enabled