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 Feature Availability

Vtiger Editions: One Enterprise

Introduction to Receipt Notes

Receipt Notes (RN) is an internal document produced as proof of goods received after inspecting the delivery to process and match against your purchase orders.
Purchase order management facilitates the creation of a receipt note for a purchase order linked to a vendor and the generation of a bill upon order fulfillment.

Key Features

• Generate receipt notes directly from purchase orders for accurate recording of received goods.
• Record detailed information about items, including quantity, description, batch, and serial numbers.
• Automatically update inventory stock levels upon receipt of goods.
• Link receipt notes to suppliers and purchase orders for complete traceability.
• Attach supporting documents and add custom remarks for auditing and internal use.

When a Receipt Note is Created

• A receipt note is created when goods or materials are received from a supplier in accordance with a purchase order.
• It can be created manually by the user upon receiving the shipment, or automatically if configured in the workflow.
• The receipt note records the actual quantity and condition of goods received, which may be full or partial compared to the original purchase order.

How Receipt Notes Are Affected

• Quantity Discrepancies: If the received quantity differs from the purchase order (either a shortage or excess), the receipt note reflects this discrepancy.
• Inventory Levels: Creating a receipt note automatically updates stock in the inventory module. If items are returned or rejected, the receipt note status can be updated to adjust inventory accordingly.
• Link with Supplier Invoices: Receipt notes influence invoice verification; only goods marked as received can be billed accurately.
• Status Updates: Receipt notes track statuses like Pending, Partially Received, or Completed, reflecting real-time receipt progress.

Benefits of Receipt Notes

The benefits of Receipt Notes are:

• Keep track of all items received from vendors.
• Quickly create a bill from the purchase order to facilitate payment to the vendor upon receipt of a portion of the order.
• Automatic update of the product stock.

Note: The modules—Credit Notes, Delivery Notes, Receipt Notes, and Bills —are part of the Inventory Add-On Extension. To use these modules, install this extension by going to Settings > Extension Store.

In this article, you will learn about:

• Receipt Notes
• Creating and managing Receipt Notes
• Actions in the Receipt Notes
• Viewing Receipt Notes

Important Fields in Receipt Notes

Creating a Receipt Note

You can create a Receipt Note using the following ways:

From the Receipt Notes module's List View

Follow the steps below to create an RN:

1. Click the Menu icon.
2. Go to the Inventory tab.
3. Select the Receipt Notes module.
4. Click the +Add Receipt Note button.
5. Fill in all the necessary details.
6. Click Save.

Note: While creating an RN, first select the PO and then edit the name of the RN.

From Purchase Order

Your Receipt Notes will display the Purchase Cost. This will help you determine the value of items received for a given period. You can also generate related reports to display this information.
 

To display the Purchase Cost, you must enable the Amount Fields toggle in the Layout editor of Receipt Notes. The Purchase cost value in the Purchase Order will be copied to this field in RNs.
Note: Only users with admin permission can access the Settings page.

You can create an RN through a purchase order(PO). Follow these steps to add an RN from the PO:

1. Log in to the CRM.
2. Go to the Menu icon.
3. Select the Purchase Orders under the Inventory app.
4. Open any particular PO.
5. Click more on the right-hand side top corner of the screen.
6. Click the Add or Link Receipt Notes.
7. Enter all the details.
8. Click Save.

This newly created RN would be linked to the PO.

Adding Line Item Records

You can add new Line Item records, like a new product/service or a new section in the existing RN, by editing the Item Details block.

How to add a new Product or Service

Follow these steps to add a product/service:

1. Log in to the CRM.
2. Click the Menu icon.
3. Go to the Inventory app.
4. Select the Receipt Notes module.
5. Select and open the record to which you want to add Line Items. The Summary View opens. 
6. Click Edit. The Edit page opens.
7. Go to the Items Details block. 
8. Enter or select the following information to add the Line Items:
   1. Add Product or Service row: Click to add the product or service to the Deal record.
   2. More: Click More next to the line item number.
      1. Add Product Row: Add a new product line next to an existing line item.
      2. Add Service Row: Add a new service line next to an existing line item.
9. Click Save.

Note: The More option becomes visible only when more than one line item is added.

How to add a new Section

Follow these steps to add a section:

1. Log in to the CRM,
2. Go to the Menu icon.
3. Go to the Inventory app.
4. Select the Receipt Notes module.
5. Select any particular RN.
6. Click Edit.
7. Go to the Item Details block.
8. Enter or select the following information to add Sections:
   1. Add section: Click to add a new Section.
   2. More: Click More next to the line item number.
      1. Add Section: Click to add a new section to group related line items. 
9. Click Save.

Actions Possible on a Receipt Note

You can perform the following actions on an RN:

Share a Receipt Note

You can share an RN with a customer by sending a link to the RN or by attaching the RN itself.
 

As link

Follow these steps to share the RN as a link:

Add a Document

Use Vtiger’s Documents module to solve the problems of organizing and sharing! It acts as a repository for all the documents that you create or that are shared with you by your customers or sales team.
Follow these steps to add a document:

1. Log in to the CRM.
2. Go to the Menu icon.
3. Go to the Inventory app.
4. Select the Receipt Notes module.
5. Open any Receipt Notes record.
6. Click more in the Summary View.

 

7. Select Documents.
8. Here, you see two options on your screen:

 

9. Select Documents: To add an existing document, select this option.
   1. Select the documents you want to link and click Add.
10. Create Documents: To add a new document, select this option.
    1. Enter all the necessary details.
    2. Click Save.
11. File Upload: To upload a new document.
    1. Select Document Storage from Vtiger, Google Drive, Dropbox, or OneDrive.
    2. Choose a file from your system.
    3. Enter the necessary details such as Title, Assigned To, and Folder name.
    4. Click Upload.
12. Link External Document: To link a document from File URL, Google Drive, Dropbox, or OneDrive.
    1. Enter all the necessary details.
    2. Click Create.
13. Custom Actions - Upload Multiple Files: To upload multiple files from your system.
    1. Browse and select files to upload from the system.
    2. Enter other details.
    3. Click Upload.

The linked documents are displayed in the Documents widget of the Summary View for the RN record.

Export

Follow these steps to export an RN:

1. Log in to the CRM.
2. Go to the Menu icon.
3. Go to the Inventory app.
4. Select the Receipt Notes module.
5. In the List View, select the records you want to export.
6. Click the Export icon.
7. Select any one of the following options:
   1. Export selected records: This option exports only the selected records.
   2. Export records on the current page: This option exports the records currently displayed on the page.
   3. Export all the records: This option exports all data from all pages of the Exports module.

The exported record will be saved on your local system.

Print

Follow these steps to print an RN:

1. Log in to the CRM.
2. Go to the Menu icon.
3. Go to the Inventory app.
4. Select the Receipt Notes module.
5. Open any RN record.
6. Click Print.
7. You can perform any of the following options:
   1. Email with PDF: You can email the record as a PDF to the customer or any contact.
   2. Save as PDF: You can save the record as a PDF on your local system.
   3. Print: You can print the record and keep a hard copy.

Changing the template of a Receipt Note

You can customize the template for a specific RN from the following:

• The Summary View
• The Print Receipt Note screen

From the Settings widget in the Summary View

Follow these steps to change the template:

1. Log in to the CRM.
2. Go to the Menu icon.
3. Go to the Inventory app.
4. Select the Receipt Notes module.
5. Open any RN record.
6. In the Summary View, click the Template Applied dropdown.
7. Choose the template.

The new template will be applied to the RN document in the Summary View.

From the Print Receipt Note screen

Follow these steps to change the template of an RN:

1. Log in to the CRM.
2. Go to the Menu icon.
3. Go to the Inventory app.
4. Select the Receipt Notes module.
5. Open any RN record.
6. Click Print.
7. Select any template from the list of all available templates.

Views in the Receipt Notes

List View in Receipt Notes

List view sorts and lists all RNs based on the last modified RN.

Columns in List View 

The default columns that are visible by default in the List View are:

1. Name: Displays the name of the RN.
2. Receipt Date: Displays the date the product is scheduled to be delivered.
3. Status: Displays the status of the order.
4. Purchase Order: Displays the name of the PO linked to the RN.
5. Receipt Note No: Displays the RN number.

You can modify these columns and rearrange them from the List View.

List actions

You can perform various quick actions, such as Edit, Delete, Email, and Follow, on the Receipt Notes’ records in the list view.
To learn more about List view actions in Vtiger CRM, click here.

Summary View

The summary view is the view that appears when you click a particular record from the list view. The Summary view displays a collection of all the key information of the record.
The Summary view can be divided into four sections. Each section has a particular functionality.

Summary View Actions

Related Tabs

• Tasks: All the tasks related to the RN are displayed here. You can also add a new task from here by clicking the Add Task.
• Events: All the events related to the RN are displayed here. You can also add a new event from here by clicking the Add Event.
• Documents: All related document details are displayed here. You can create a new document or add an existing document to the RN. 
• Settings: All modules can be enabled or disabled to display in the Summary View.
• Calculus AI: Type in your query about the RN record and let Calculus AI assist you.
• Analytics: All metrics related to the RN in the form of charts, mini-lists, and more. You can also create new ones here.

Grid View

Grid View is a layout that displays data in rows and columns, resembling a spreadsheet.
It allows you to view and edit multiple records simultaneously on the same page.
You can modify specific field details within each record, similar to editing a cell in a spreadsheet. While it resembles List View, Grid View offers additional features such as editing, rearranging columns, and performing bulk updates.