- Documents Module
 

Unified Financial Document Intelligence & Control Layer
 

- Conceptual Overview (Why This Module Exists)
 

The Documents module is the authoritative registry of all financial documents created inside the system.

It does not only display invoices — it connects documents, payments, customers, companies, projects, and compliance logic into a single operational view.
 

Every document that has financial meaning eventually appears here:
 

• Invoices

• Receipts

• Tax invoices (GI / IR)

• Credit invoices

• Orders (detail, purchase)
   

If the Payment Tracking module answers “what happened to the money?”,
the Documents module answers “why does this money exist?”
 

- Role of Documents in the Financial Ecosystem
 

Customer
   │
   ▼
Document Created
   │
   ├─► Invoice / Order
   │
   ├─► Receipt / Tax Invoice
   │
   ├─► Credit / Adjustment
   │
   ▼
Payment Tracking
   │
   ▼
Accounting Reports

Documents are the legal and logical anchor that:
 

• Define payment obligations

• Control VAT / tax behavior

• Drive payment expectations

• Support audits and disputes
   

- Document Types (Operational Meaning)

 

Each document type has a distinct accounting role:
 

• Invoice → Requests payment

• Receipt → Confirms payment

• GI / IR (Tax Invoice) → Legal tax declaration

• Receipt Tax Invoice → Combined payment + tax

• Credit Invoice → Reduces liability

• Orders → Operational intent (pre-financial)
   

The module does not merge these roles — it keeps them clearly separated, which is essential for compliance.
 

- Views System – Why “Everything / Moved / Did Not Pass” Exists

The Documents module is context-aware, not static.
 

- Everything
 

Shows all documents, regardless of payment state.

Used for:
 

• Full audits

• Legal history

• Long-term reporting
   

✅ Moved
 

Shows documents linked to successful payments.

Used for:
 

• Revenue confirmation

• Accounting exports

• Tax submissions
   

❌ Did Not Pass
 

Shows documents linked to failed or incomplete payments.

Used for:
 

• Collection follow-ups

• Risk analysis

• Customer support
   

Each view uses its own column configuration, so users see only what matters in that context.
 

- Custom Fields Engine (Core Differentiator)
 

The Documents table is not hard-coded.
 

Each user can:
 

• Choose visible fields

• Reorder columns

• Pin important columns

• Rename column labels

• Mix static + dynamic fields
   

Why this matters:
 

Different roles ask different questions:
 

• Accountant → Amounts, tax, company

• Sales → Customer, manager, tags

• Operations → Status, folders, notes
   

The system adapts without duplicating screens.


- Filtering Philosophy (Real Business Use Cases)

 

Filters are designed around human workflows, not database structure.
 

• Date range → Period accounting

• Amount range → Fraud & exception detection

• Company → Multi-company organizations

• Team member → Responsibility tracking

• Customer status / manager → Sales & CRM alignment

• Tags → Business classification

• Shared with → Internal collaboration
   

This allows the same dataset to serve finance, sales, and management simultaneously.
 

- Status & Payment Awareness
 

Documents do not guess payment state — they reflect it.
 

• Paid → Green

• Unpaid → Red

• Partial → Yellow
   

These states are directly synced with Payment Tracking and cannot drift.
 

This guarantees:
 

• Accurate cash reports

• Reliable aging analysis

• Correct revenue recognition
  
  
  - Export Logic (Why It’s Safe for Accounting)
  
   

  Exports are not raw dumps.
   

  They:
   

• Respect active filters

• Respect visible columns

• Include custom fields

• Preserve order and labels

• This ensures exported data can go directly to accountants, without cleanup.
   

  ---

  - Data Flow (From Click to Screen)
   

  1️⃣ User opens Documents
  
  2️⃣ System loads:
   

• Column config

• Field order

• View type
   

• 3️⃣ Query is dynamically built
  
  4️⃣ Headers are generated
  
  5️⃣ Rows are rendered with:
   

• Icons

• Images

• Status indicators
   

• 6️⃣ HTML + pagination returned via API
   

  This makes the module:
   

• Fast

• Flexible

• Stateless
   

• ---

  - Security & Compliance Layer
   

• User-scoped data isolation

• Role-based field visibility

• No silent deletion

• Full audit trail

• Every document is legally defensible.