Manage receipts

Overview

After a purchase order (PO) is received or partially received, ServiceTitan generates a unique receipt, which is an electronic copy of the packing slip that you receive with your shipment. Each PO has a unique receipt number and is marked with the date on which the PO was received. In addition, if a PO is fulfilled through multiple shipments, the PO will have multiple receipts associated with each shipment.

Things to know

• If you only have the Purchasing module enabled, the Inventory section in the navigation bar is renamed Purchasing.

• If you're using Intacct or QuickBooks, you cannot edit the receipt after the receipt is posted.

• You can add an item to a receipt when receiving a purchase order (PO).

• The Receipt Amount column on the Receipts screen displays the total value of all receipt items, including tax and shipping, as a dollar value ($) rounded to 2 decimal places.

• Currently, you cannot print receipts or export them as PDFs.

Manage a receipt

1. Go to the navigation bar and click Inventory or Purchasing.

2. From the side menu, select Receipts. The Receipts page opens with a list of your receipts.

   Note: There is a number next to the tab that shows how many receipts can be found there and how many receipts are canceled.

3. Select a receipt to open the receipt record.

   Tip: Use the filters on the left side to quickly find specific receipt records. The Receipts page includes a number of premade filters. These let you search by Vendor Doc. Number, Receipts without Bills P.O. Type, Technician, From Date, To Date, Business Unit, Vendor, Job Number, P.O. Number, Inventory Locations, Created By, Min Cost, or Max Cost. To apply a filter, from the filter dropdown, select the filter type you want. To remove the filter, click Clear Filters.

   On a receipt record, you can find the following information:

   1. Batch #

   2. Receipt total amount

   3. Documents: Associated PO and Receipt          

      Note: These documents are system-generated Receipts and Bills. PO Attachments under the Vendor Invoice Details section are user-uploaded files, such as photos or vendor documents.

   4. Export status

   5. Vendor invoice details

   6. Order details

   7. Location

   8. Dates

   9. Memo

   10. Item list

4. To add an internal note on the receipt, click the Commenticon.

5. On the Comments page that opens, enter a comment, then click Add Reply.

   Note: You can always pin, edit, or remove a comment.

6. From the Actions dropdown, you can select one of the following options:

   1. Edit receipts

   2. Create Bill

      Note: To create a bill from the Receipts page, the Edit bill permission should be selected in Settings > People > Permissions, and the Automatically Create Bill when PO is Received configuration should be deselected in Settings > Inventory > Configuration. If the Automatically Create Bill when PO is Received configuration is selected, the bills and receipts will be created automatically. For more, see Set up inventory configurations and Explanation of office employee permissions in ServiceTitan.

   3. Cancel receipts

Edit a receipt

You can edit a receipt to:

• Record the actual items received from your vendor

• Record the packing slip number

• Update the unit cost, quantity received, shipping, tax, memo, and date received

To edit a receipt:

1. Go to the navigation bar and click Inventory or Purchasing.

2. From the side menu, select Receipts. The Receipts page opens with a list of your receipts.

3. Select the receipt you want to edit.

4. On the receipt record that opens, from the Actions dropdown, select Edit.

5. Update the receipt as needed.

6. When you're finished, click Save.

Cancel a receipt

Note: You can't cancel a receipt with an attached return; you should first cancel the return to proceed.

1. Go to the navigation bar and click Inventory or Purchasing.

2. From the side menu, select Receipts. The Receipts page opens with a list of your receipts.

3. Select the receipt you want to cancel.

4. On the receipt record that opens, from the Actions dropdown, select Cancel.
   

5. (Optional) On the Cancel Receipt pop-up window that opens, from the dropdown field, select the reason for canceling.
   

   Note: If you don’t select the cancelation reason, the system automatically selects the Not Required option.

6. When you’re finished, click Cancel Receipt.

View a receipt on a purchase order

1. Go to the navigation bar and click Inventory or Purchasing.

2. From the side menu, select Purchase Orders.

3. On the Purchase Order page that opens, click the Partially Received or Received tab, depending on which PO you want to open.
   

4. Select the PO to open its details.

5. On the PO record that opens, click Documents and select the receipt to view.

   

Want to learn more?

• See Create non-purchase order bills

• See Explanation of office employee permissions in ServiceTitan