Materials User Guide With Financials

When you receive a shipment that has unacceptable, damaged, over, or short materials (UOSD), you can create a UOSD defect and manage the resolution in Procore.

• Required User Permissions

• 'Unresolved' statuses do not impact inventory.

• Create a Defect

• If you received replacement materials from the vendor, you must first have a receipt associated with the line item. See Associate Line Items with a Defect.

• If you are returning materials to the vendor or working with a third party, you must first Issue Materials for Handover.

1. Navigate to the project's Materials tool.

2. Click the Control tab.

3. Click the UOSDs sub tab.

4. Click the UOSD ticket number.

5. Optional: Upload Attachments to Materials

6. If receiving or returning materials to the vendor, take the following steps:

   • Receive from Vendor

   • Return to Vendor

7. Update the 'Resolution Status'.

   

   • If managing the UOSD/defect through a third party, take the following steps:

     1. Click the 'Resolution Status' field for the line item to Transfer and Custody. Note: This adds the material to inventory so that it can be issued to a third-party for further resolution.

     2. Follow steps to Issue Materials for Handover.

   • For all other use cases, click the 'Resolution Status' field and update the status for each line item:

     • Resolved > Add to Stock. This automatically adds the stock to your inventory and resolves the defect.

     • Resolved > Repaired on Site. This automatically adds the stock to your inventory and resolves the defect.

     • Resolved > Vendor Provided Credit. This removes the short quantity from your inventory count, and resolves the defect.

     • Transfer and Custody. This adds the material to inventory so that it can be issued to a third-party for further resolution.

Receive from Vendor

1. Follow steps to associate line items in a receipt with a UOSD/defect.

2. Follow steps to Create a Materials Adjustment to remove the damaged/unacceptable materials from inventory. Note: If you received materials to resolve a short USOD/Defect, do not create an adjustment. The resolution status appropriately adjusts your inventory.

3. Update the 'Resolution Status' to Resolved > Received from Vendor.

Return to Vendor

1. Mark the checkbox for the line item.

2. In the 'Documents Line Items' header, click the hamburger icon and select Issue Selected Items to Vendor.

3. Enter the information in the form and click Create Issue Ticket.

4. Follow steps to Issue Materials for Handover.

5. Update the 'Resolution Status' to Resolved > Return to Vendor. Note: You can only set this status after the materials are returned to the vendor, and the issue ticket is marked 'Complete'.