Overview
Create a purchase receipt directly from the Quick Menu when you need to record materials that weren't estimated on a work ticket. This is the best approach for Time & Materials (T&M) opportunities where the exact materials needed for the job weren’t estimated because they were unknown. In this situation, crews often buy what they need on-site and hand you the receipts afterward.
Video
Things to know
Purchase receipts created from the quick menu aren’t automatically tied to a work ticket, so you need to enter all the information manually, including the work ticket the costs should be allocated to.
This method is best for T&M opportunities or any job where materials weren't estimated up front.
You can add one-time items directly to the purchase receipt.
If the work is already complete, you can mark the receipt as received when you create it.
Requirements
To create a new purchase receipt, you need the Add Receipt permission added to your user role.
Steps
Open the Quick Menu near the top of the blue side panel, and select New Purchase. This opens the New Purchase Receipt screen.
In the Branch field, select the branch the opportunity belongs to.
In the Vendor field, select the vendor where the materials were purchased.
Note
Create one purchase receipt per physical receipt you have from vendors.
In the Received field, enter the date materials were purchased or received.
Select the magnifying glass icon next to the Ticket field to open the work ticket list.
In the Work Tickets window, search for the opportunity and select the ticket the materials should be costed to.
In the Purchase Items section, add each catalog item from the receipt:
Search for the item in the Catalog Items field.
Enter the quantity purchased.
Enter the cost per unit in the Est. Unit Price field.
To add an item that isn't in your catalog, add it as a one-time item:
Enter the full name of the item in the description box (for example, "Signpost").
Select the plus button to the right of the description box to add the item to the receipt.
Assign the Item Type, Category, Quantity, and Unit Price.
To make sure receipt totals match exactly, select the Extra Costs field, then select Tax.
Verify all information on the receipt is correct.
Now, save or receive the purchase receipt.
Select Save to finish creating the Purchase Receipt without receiving it.
Select the three-dot menu in the upper-right and select Receive to save the purchase receipt and receive it. Select Confirm in the confirmation window.
What happens next
The purchase receipt is created and the catalog and one-time materials are costed to the work ticket you selected, with the costs reflected in the job's actuals. You can view the receipt under the Purchasing module and on the associated work ticket.