Introduction to Receipt Notes

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

Benefits of Receipt Notes

• Keep track of all the items you receive from the vendors.

• Quickly create a bill from the purchase order to make payment to the vendor on receiving a part of an order.

• Automatic update of the product stock.

Feature Availability and Limits

List View in Receipt Notes

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

• Columns in List View 

The 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 when the product will 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.

• List actions

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

Ways of viewing Receipt Notes’ records

• 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

• Receipt Notes document

  The generated Receipt Note will be displayed here along with the template.

• Do button

  When you click on the Do button on the right-hand top corner of the summary view, you will see the following:

  • Reach out now can get in touch with the contact via Email, Call, or SMS at the moment.

  • Reach out later- You can schedule an email, event or task with the contact.

  • Add or Create- You can add or create other modules related to the RN.

  • Share- You can share the RN as a link or as an attachment.

• Widgets

  • Tasks-All the tasks related to the RN are displayed here. You can also add a new task from here by clicking the + button.

  • Events- All the events related to the RN are displayed here. You can also add a new event from here by clicking the + button.

  • Activity- All the activities made on the RN are displayed here. Here you can add comments related to the RN.

  • Analytics-You can view all the metrics related to the RN in the form of charts, mini-lists, etc. You can also create new ones here.

  • Documents- You can create a new document or add an existing document to the RN. All the related document details are displayed here.

  • Settings- You can change the template of the RN here.

• Deep Dive View

You can view and edit all the information about the RN by clicking the Deep Dive button in the Summary View of the record.

Important Fields in Receipt Notes

How to Create a Receipt Note

Listed below are the ways in which you can create an RN. 

1. From Receipt Notes’ List View 

You can use the +Add Receipt Note button to create a new RN. You can find it in the top right corner in the Receipt Notes’ 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.

2. From Purchase Order

   Your Receipt Notes will display the Purchase Cost. This will help you know the value of items received for a given period, for example - monthly. 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.

   You can create an RN through a purchase order(PO) with the Do button. Follow these steps to add an RN from the Do button in PO:
   1. Click the Menu icon.
   2. Go to the Inventory tab.
   3. Select the Purchase Orders module.
   4. Open any particular PO.
   5. In the Summary view, click the Do button on the right-hand side top corner of the screen.
   6. Click the Add or Create button.
   7. Click on Receipt Notes.
   8. Enter all the details.
   9. 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.
Follow the steps mentioned below to add Line item records:

• How to add a new Product or Service

Follow these steps to add a product/service:

• Click the Menu icon.

• Go to the Inventory tab.

• Select the Receipt Notes module.

• Click +Add Receipt Note and fill all the necessary details.

• Open the recently created RN and click Edit.

• Go to the Item Details block.

• Click  Add row.

• Select the Product or Service.

• How to add a new Section

Follow these steps to add a section:

1. Click the Menu icon.

2. Go to the Inventory tab.

3. Select the Receipt Notes module.

4. Select any particular RN. 

5. Click Edit.

6. Go to the Item Details block.

7. Click Add Section.

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 sending the RN itself as an attachment.

1. As link

2. As attachment

Follow these steps to share the RN as an attachment:

1. Click the Menu icon.

2. Go to the Inventory tab.

3. Select the Receipt Notes module.

4. Open any RN record.

5. Click the Do button in the Summary View.

6. Select Share.

7. Click Share as attachment.

8. A mail compose window opens with the RN’s attachment.

9. Enter the recipient's details and click Send.

• Generate related documents

  1. 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 those shared with you by your customers or sales team. 

Follow these steps to add a document:

1. Click the Menu icon.

2. Go to the Inventory tab.

3. Select the Receipt Notes module.

4. Open any Receipt Notes record.

5. Click the Do button in the Summary View.

6. Click Add or Create button.

7. Select Documents.

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

   1. Select Documents

      1. If you want to add an existing document, select this option.

      2. Hover over a record in the list of all existing documents to display the radio buttons.

      3. Click the radio button on the left side of the record to select the record.

      4. Click Add Selected button present below of the list.

   2. Create Documents

      1. If you want to add a new document, select this option.

      2. Fill all the necessary details.

      3. Click Save.

The linked document will be seen in the Documents widget in the Summary View of the RN record.

• Export

Follow these steps to export an RN:

• Click the Menu icon.

• Go to the Inventory tab.

• Select the Receipt Notes module.

• In the List View, Hover over any project task record to display the radio button on the left side.

• Click the radio button.

• Click the Export button.

• Select any one of the following options:

  • Export Selected Records- This option will export only the selected record.

  • Export data in current page- This option will export the records on the current page.

  • Export all data- This option will export all the data in all the pages of the Exports module.

The exported record will be saved on your local system.

• Print

Follow these steps to print an RN :

1. Click the Menu icon.

2. Go to the Inventory tab.

3. Select the Receipt Notes module.

4. Open any RN record.

5. Click the More button.

6. Click the Print button.

7. You can perform any of the below options:

   • Edit & Export - You can edit the project task and export it to your local system.

   • Email with PDF - You can email the project task record as a PDF to the contact.

   • Print - You can print the project task and keep a hard copy.

   • Save as PDF - You can save the project task as a PDF on your local system.

How to change the template of a Receipt Note

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

1. The Settings widget

2. The Print Receipt Note screen

1. From the Settings widget in the Summary View. Follow these steps to change the template:

1. Click the Menu icon.

2. Go to the Inventory tab.

3. Select the Receipt Notes module.

4. Open any RN record.

5. In the Summary View, Click the Settings widget.

6. Click the Template Applied dropdown.

7. Choose the template.

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

2. From the Print Receipt Note screen. Follow these steps to change the template of an RN:

1. Click the Menu icon.

2. Go to the Inventory tab.

3. Select the Receipt Notes module.

4. Open any RN record.

5. Click the More button.

6. Click the Print icon.

7. Select any template from the list of all available templates.

8. You can perform any of the below options to view the applied template on the RN document:

   • Edit & Export- You can edit the document and export the RN to your local system.

   • Email with PDF- You can email the RN as a PDF to the contact.

   • Print- You can print the RN and keep a hard copy.

   • Save as PDF- You can save the RN a PDF on your local system.