Materials User Guide With Financials

You can use Procore to manage materials for your project. From the Materials tool, you can create receipts to track the materials you have received. You can create receipts for orders you placed outside of Procore, or from approved purchase and changed orders made in Procore's Commitments tool.

• Required User Permissions

• For customers using Commitments, it's recommended that you create a receipt from an order or a shipment. If you create a receipt from an order, it will automatically create a shipment. If you have already created a shipment for that order, it will create a duplicate. You can delete the duplicate shipment.

• If creating a receipt from a shipment, the Document Status for the shipment must say 'Released'. See Update a Shipment.

• If creating a receipt from uploaded materials, you must create your receipt from the 'Create' button.

• Locations must already be created in Procore. See Add Locations to a Project.

• Materials must be listed in your inventory using one of the following methods:

  • Import Materials

• The Commitments tool was used to create a purchase order or change order for materials, and includes the following information:

  • The status is 'Approved'

  • The Schedule of Values (SOV) includes the following for each line item:* Description* Unit of Measure (UOM)

• Create a receipt from the 'Create' button

• Create a receipt from an order

• Create a receipt from a shipment

Create a Receipt from the Create Button

1. Navigate to the project's Materials tool.

2. Add materials that need to be adjusted to your list. See Add Materials to List.

3. Click Create and select Receipt.

4. Enter the 'Vendor' information.

5. Enter the 'Receipt Date'.

6. Select the 'Reference Type' for the receipt.

7. Enter the 'Reference Number' for the receipt.

8. Select the 'Inspected By Name' for the person who inspected the received materials.

9. Select the 'Received By Name' for the person who received the materials.

10. Optional: Enter any notes.

11. Under 'Line Items', click the quantity field for each line item and enter the quantity of the material that needs adjustment.
    

12. Click Build Document.

13. Under 'Document Line Items', review the line items.

14. Review the date received. If you need to make a change, see Update Material Received Date.

15. Review the quantity.

16. Enter the storage location for each line item:

    • Update an individual line item:1. Click the Location field for the item and select the location from the drop-down menu.
      

    • Bulk update line items:1. Mark the checkbox for each line item.2. Under 'Storage Location', select the location from the drop-down menu.
      3. Click Set Selected to set the location for the selected items.
      OR
      Click Set All to set the location for all line items.

    • Add materials to a container:1. Follow steps to Add Materials to a Container.

17. If materials received are unacceptable, over, short, or damaged (UOSD), follow the steps to Create a UOSD Defect.

18. Update the Status of acceptable materials.

    • Update an individual line item:1. Click the 'Status' field for the item, and select the Checked > Acceptable from the drop-down menu.
      

    • Bulk update line items:1. Mark the checkbox for each line item.2. Under 'Status/Condition', select the Checked > Acceptable from the drop-down menu.
      3. Click Set Selected to set the status for the selected items.
      OR
      Click Set All to set the status for all line items.

19. If a line item is a replacement for a defect, follow steps to Associate Line Items with a Defect.

20. Optional: Upload Attachments to Materials.

Create a Receipt from an Order

1. Navigate to the project's Materials tool.

2. Click the Control tab.

3. Click the Orders sub tab.

4. Click the order number you want to create a receipt for.

5. Mark the checkboxes for the items on the receipt.
   
   OR

6. Select the checkbox in the 'Document Line Items' header to select all items on the order.
   

7. In the 'Documents Line Items' header, click the hamburger icon and select Create Receipt.
   

8. Enter the receipt information.

9. Click Create.

10. Under 'Document Line Items', review the line items.

11. Review the date received. If you need to make a change, see Update Material Received Date.

12. Review the quantity.

13. Enter the storage location for each line item:

    • Update an individual line item:1. Click the Location field for the item and select the location from the drop-down menu.
      

    • Bulk update line items:1. Mark the checkbox for each line item.2. Under 'Storage Location', select the location from the drop-down menu.
      3. Click Set Selected to set the location for the selected items.
      OR
      Click Set All to set the location for all line items.

    • Add materials to a container:1. Follow steps to Add Materials to a Container.

14. If materials received are unacceptable, over, short, or damaged (UOSD), follow the steps to Create a UOSD Defect.

15. If materials listed on the receipt are arriving in a separate shipment, click the 'Status' field for the item, and select the Zero Shipped.
    Note: This will update the quantity of this line item to 0.

16. Update the Status of acceptable materials.

    • Update an individual line item:1. Click the 'Status' field for the item, and select the Checked > Acceptable from the drop-down menu.
      

    • Bulk update line items:1. Mark the checkbox for each line item.2. Under 'Status/Condition', select the Checked > Acceptable from the drop-down menu.
      3. Click Set Selected to set the status for the selected items.
      OR
      Click Set All to set the status for all line items.

17. If a line item is a replacement for a defect, follow steps to Associate Line Items with a Defect.

18. Optional: Upload Attachments to Materials.

Create a Receipt from a Shipment

1. Navigate to the project's Materials tool.

2. Click the Control tab.

3. Click the Shipments sub tab.

4. Click the shipment you want to create a receipt for.

5. Mark the checkboxes for the items on the receipt
   
   OR
   Select the checkbox in the 'Document Line Items' header to select all items on the order.

6. 

7. In the 'Documents Line Items' header, click the hamburger icon and select Receive.
   
   Note: The shipment's 'Document Status' must be set to Released.

8. Enter the receipt information.

9. Click Create.

10. Under 'Document Line Items', review the line items.

11. Review the date received. If you need to make a change, see Update Material Received Date.

12. Review the quantity.

13. Enter the storage location for each line item:

    • Update an individual line item:1. Click the Location field and select the location from the drop-down menu.
      

    • Bulk update line items:1. Mark the checkbox for each line item.2. Under 'Storage Location', select the location from the drop-down menu.
      3. Click Set Selected to set the location for the selected items.
      OR
      Click Set All to set the location for all line items.

    • Add materials to a container:1. Follow steps to Add Materials to a Container.

14. If materials received are incorrect, damaged, over, or short, follow the steps to Create a Defect.

15. If materials listed on the receipt are arriving in a separate shipment, click the 'Status' field for the item, and select the Zero Shipped.
    Note: This will update the quantity of this line item to 0.

16. Update the Status of acceptable materials.

    • Update an individual line item:1. Click the 'Status' field for the item, and select the Checked > Acceptable from the drop-down menu.
      

    • Bulk update line items:1. Mark the checkbox for each line item.2. Under 'Status/Condition', select the Checked > Acceptable from the drop-down menu.
      3. Click Set Selected to set the status for the selected items.
      OR
      Click Set All to set the status for all line items.

17. If a line item is a replacement for a defect, follow steps to Associate Line Items with a Defect.

18. Optional: Upload Attachments to Materials.

• Post a Receipt