Edit a Receipt

 In Beta

This feature is currently in beta for select Procore customers.

Things to Consider

  • Required User Permissions

  • Receipts with 'Draft' or 'Ready for Review' statuses:

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

    • You can only edit the 'Associated Purchase Order' or 'Associated Shipment' fields if all line items have been removed from the receipt.

  • Receipts with 'Final' status:

    • You can only attach files, add notes, or add custom fields to finalized receipts.

Steps

  1. Navigate to the project's Materials tool.

  2. Click the Receipts tab.

  3. Click the receipt number.

  4. Edit the receipt.

    1. Edit Receipt Information

      1. Click Edit in the 'Receipt Information' header.

      2. Update 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.

      3. Click Save.

    2. Add Line Items to a Receipt

      1. Click Edit in the 'Items' header.

      2. Click the 'Add Items' search bar to add items from the associated purchase order or shipment.
        Notes:

        • If you selected an Associated Shipment, you will only be able to add the items in the shipment, not the entire purchase order.

        • If no 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.

    3. Edit Receipt Line Items

      1. Click Edit in the 'Items' header.

        • 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.


See Also

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