Receipt (Invoices)

-  Purpose
 

A Receipt is a payment confirmation document issued after money is received from a customer.
 

It legally confirms that:
 

• Payment has been made

• The amount received is recorded

• The payment method is documented
   

A Receipt does not request payment — it confirms payment already received.


 

-  When to Use a Receipt
 

Use a Receipt when:
 

• A customer pays an invoice

• Full or partial payment is received

• Proof of payment must be provided

• Accounting records must be updated

• Customer requests payment confirmation
   

Common use cases:
 

• Cash payments

• Credit card payments

• Bank transfers

• Check payments

• Online payment gateways
  
   

  - How to Use – Step-by-Step (User Flow)
   

  1️⃣ Create Receipt
   

  Navigate to Documents → Receipt

  Click Add Receipt

  Select:

• Customer

• Related Tax Invoice (recommended)
  
  
   

  2️⃣ Enter Payment Details
   

  Provide payment information:
   

• Payment amount

• Payment date

• Payment method:

  • Cash

  • Credit Card

  • Bank Transfer

  • Check

  • Payment Gateway

• Transaction ID (if applicable)

• Notes (optional)
  
  
   

  3️⃣ Link to Invoice (Important)
   

  Receipts should be linked to:

• One invoice (most common)

• Multiple invoices (optional)

• This ensures:
  
  ✔ Accurate balance calculation
  ✔ Proper payment tracking
  
   

  4️⃣ Save Receipt
   

  System automatically:
   

• Records payment

• Updates invoice status:

  • Paid

  • Partly Paid

• Updates customer balance

• Creates accounting entry
  
  
   

  5️⃣ PDF Generation
   

  A Receipt PDF is generated automatically.
   

  The PDF includes:
   

• Receipt number

• Payment date

• Amount received

• Payment method

• Linked invoice reference

• Customer & company details

• Signature section (optional)
  
  
   

  6️⃣ Share Receipt
   

  Receipt can be shared via:
   

• Email

• WhatsApp

• Customer uses receipt as:

• Proof of payment

• Accounting record

• Refund reference (if needed)
  
  
   

  - Payment Behavior
   

  Receipts always represent money received.
   

  ✔ Accepts payment
  ✔ Confirms transaction
  ✔ Updates balance
  
   

  -  Relationship with Other Documents
   

  -  Invoice → Receipt (Primary Flow)

  
  
  Tax Invoice
       ↓
  Receipt
  
  
  
  
  

• Invoice requests payment

• Receipt confirms payment
  
  
   

  -  Partial Payment Flow
   

• Invoice amount: 1,000

• Receipt 1: 400 → Invoice = Partly Paid

• Each receipt:

• Is stored separately

• Linked to same invoice

• Maintains audit trail
  
  
   

  -  Receipt ↔ Credit Invoice
   

  Receipts may be referenced when:

• Issuing refunds

• Creating credit notes

• Adjusting balances
  
  
   

  -  API Support
   

  Receipts are fully supported via API.
   

  API Capabilities
   

• Create receipt

• Fetch receipts

• Payment gateways

• POS systems

• ERP systems

• Accounting integrations

• Subscription billing
  
  
   

  ⚙️ Settings Affecting Receipts
   

  Payment Settings
   

• Enabled payment methods

• Default payment method

• Installment rules

• Partial payment support
   

• Template Settings
   

• Receipt layout

• Show/hide tax

• Show invoice reference

• Signature field
   

• Accounting Settings
   

• Auto-update invoice status

• Balance calculation logic

• Ledger integration
  
  
   

  ✅ Benefits of Receipts
   

  ✔ Confirms payment received
  ✔ Maintains financial accuracy
  ✔ Supports partial payments
  ✔ Integrates with invoices
  ✔ Essential for accounting
  ✔ API-ready for automation
  
  
   

  -  Summary
   

  A Receipt is the final confirmation step in the billing cycle.
   

  It ensures:
   

• Payments are recorded

• Balances are updated

• Receipts must always follow invoices and must never be used to request payment