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Procore

Edit a Receipt

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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.

  • Defect Creation

    • Defects are automatically created when a receipt is Finalized.

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

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

    • If the condition for items marked as Damaged or Unacceptable a defect is created.

Steps

  1. Navigate to the project's Materials tool.

  2. Click the Receipts tab.

  3. Click the receipt number.

  4. Edit the 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.

  5.  

    Add and edit line items. Show/Hide

    1. Click Edit in the 'Items' header.

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

      • Enter the Quantity Expected.
        Note: If there is an associated purchase order, this field is automatically set to the quantity left to receive.

      • Enter Quantity Received.

      • Update the Condition and Storage Location.

        1. Click the condition field for the item and select its condition.

          • 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, next to the storage location, click the add Icon Plus icon.

      2. Enter the Condition of the items.

      3. Enter the Quantity of those items.

      4. Enter the Storage Location for those items.

See Also