Create a Receipt

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, and any defects. You can create receipts for approved purchase orders made in Procore's Commitments tool.

• Required User Permissions

• If you selected an Associated Shipment, you can only add the items in the shipment, not the entire purchase order.

• When splitting line items, the item quantities will always equal the total quantity received.

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

• Materials must be listed in your inventory using the following method:

  • The Commitments tool was used to create a purchase 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)

1. Navigate to the project's Materials tool.

2. Click Create and select Receipt.

3. Enter the Date Received.

4. Enter the receipt information. Show/Hide Fields

   • Receipt Name. The name of the receipt.

   • Associated Purchase Order. The associated purchase order that was created in the Commitments tool.

   • Associated Shipment. The associated shipment that was created in the Materials tool.

   • Shipment Reference . A reference number provided by the vendor.

   • Receiving Location. The receiving location, which is automatically applied as the storage location for each item on the receipt. Storage locations can be updated later.

   • Received By. The user in your project's Directory who received the shipment.

   • Attachments. Upload any attachments related to the receipts.

     1. Click Attach File.

     2. Select the file and click Open to attach it.

   • Custom Field. A custom field specific to the receipt.

     1. Click Create Custom Field.

     2. Enter the Field Name.

     3. Select the Field Type.

     4. Click Create.

     5. Enter the information into the field.

5. Add Items to Include in the Receipt.

   • Click Add All Order Items to include all items from the associated purchase order.
     Note: If you select an Associated Shipment, this option is not available. Instead, you may only add the items in the shipment.

   • Click Add All Shipment Items to include all items from the associated shipment.

   • Click the search bar to add items from the associated purchase order or shipment.
     Note: If no purchase order or shipment has been associated with the receipt, you can add any ordered material to the receipt. However, it will not update remaining quantities for any orders or shipments.

   • Optional: Click the delete icon to delete the line item.

6. Compare the received items to the receipt and update as necessary.
   

   • Update Quantities.

     1. Click the quantity expected field and enter a new quantity.
        Notes:

        • If there is an associated purchase order or shipment, this field is automatically set to the quantity left to receive.

        • Without an associated purchase order or shipment, this field defaults to 0. Updating 'Quantity Expected' will then automatically update 'Quantity Received' to the same value.

     2. Click quantity received and enter the quantity received if it differs from what you received in your shipment.
        Note: By default, the 'Quantity Expected' and 'Quantity Received' fields match.

        • If the quantity received is less than the the quantity expected, a Short is created.

        • If the quantity received is more than the quantity expected, an Overage is created.

   • Update the Condition and Storage Location.

     1. Click the condition field for the item and select its condition.
        Note: Defects are automatically created for items marked as 'Damaged' or 'Unacceptable' when a receipt is Approved.

        • Acceptable

        • Damaged

        • Unacceptable

     2. Click the storage location for the item and select a new location.

     3. Line items are automatically saved. If needed, click Close.
        

   
   
   Splitting Line Items for Condition or Location

   You can split line items, either to indicate some of the received quantities are not in acceptable condition, or to allocate quantities to different storage locations.

   1. In the line item's row, click the add icon.

   2. Enter the Condition of the items.

   3. Enter the Quantity of those items.

   4. Enter the Storage Location for those items.

7. Save or submit the receipt.

   1. Click Save as Draft to save the receipt as a draft.

   2. Click Submit to submit the receipt for approval.

• Review and Finalize a Receipt