View and manage material receipts
Open the list to see every return and whether its material is back in store. From a row you can preview a receipt, edit it, cancel it or delete it. Everything starts from Production › Material Receipt.
Video coming soon: Tour of the Material Receipts listThe list
Each row is one receipt, newest first, ten to a page. By default you see Code, Date, Work Order, Applies to, Materials, Status and Material. Applies to reads Whole run or Stage 2. Materials is the number of material lines. Use the column chooser in the table header to add Notes and Updated At.
Click a column heading to sort by Code, Date, Work Order, Applies to, Status, Material or Updated At. Your choice is remembered the next time you open the list. Materials and Notes do not sort.
Two columns look alike and answer different questions:
- Status is where the receipt is in its approval life.
- Material says whether the goods have really moved: Back in store or Not moved. A draft, or a receipt waiting for approval, reads Not moved.
Search and filter
Use the search box at the top of the page. The list then shows only the matching receipts, with a bar above it to clear the search.
Click the filter icon in the Action column heading to open the filter. It has one control, Status, with All statuses, Draft, Open, In Review, Approved, Rejected, Returned and Cancelled. A chip above the list shows the filter that is on, and you can clear it from there. A receipt has no reason, so there is no Reason filter.
Import and export
There is no bulk import for material receipts: the import page opens but says importing is not supported yet. There is no spreadsheet export either. To keep a copy of a receipt, print it or download it as a PDF from the side view (see Preview, print and download).
Actions
Click a row, or View, to open the side view. The icons at the end of each row do the rest. An action that does not apply to the receipt is hidden or greyed. You need edit-level access to Material Receipt for Edit, Cancel and Delete. View-only users see the list and the side view.
Side view
The side view shows the receipt as a document: the receipt number and date, the work order and stage, Returned from and Returned to, and each material with its quantity, batch, From store (work in progress) and To store. Below the document are the tabs PDF, Inventory, Follow-ups, Chat and Attachments. Inventory shows the stock movement and needs access to view stock movements. There is no Journal tab, because a receipt posts no accounting entry.
If a quality inspection is waiting on the receipt, a strip above the document says so. If some materials come from a recipe you cannot see, a note says they are not listed.
Use the Maximize button to widen the view and the close button to go back to the full list.
Preview, print and download
Click the printer icon (Print Preview) in the side view. The preview has Print and Download buttons, and Download saves a PDF. A material receipt is an internal store document, so there is no Email option.
Edit
Click Edit on a row, or the Edit button in the side view. You can edit a receipt in every status except Cancelled. You can correct the stores, quantities, batches, date, condition and notes. A posted receipt can no longer change its Work Order or Stage: cancel it and raise a new receipt against the other run.
If your business has approval for material receipts, an edited receipt may go back to In Review. The material stays where it is until the decision.
An edit that would leave more issued to the run than its plan allows is refused. This happens when the returned material was issued again after it came back. Cancel or reduce the newer material issue first.
Cancel
Click Cancel to take a return back. You confirm "Cancelling sends the material back out to the work-in-progress store and keeps the receipt on record." The receipt becomes Cancelled, the material moves back to the run's work-in-progress store and the run's issue allowance goes down by the same amount.
A cancel is refused if the returned material has since been issued to the run again, because taking the return off would put the run over its issue limit. The message says what to fix. A cancel is also refused if the receipt is dated in a period that has been closed.
A Draft moved nothing, so Cancel is greyed with the reason: delete it instead.
Delete
Click Delete to remove a receipt from the list. You need the same edit access as for Cancel. Deleting a Returned receipt sends its material back out to the run's work-in-progress store, as Cancel does, and it is refused if that material has since been issued to the run again. Unlike Cancel, it also removes the receipt from the list.
The confirmation box for Delete currently says deleting does not reverse the movement. That is wrong: a Returned receipt's material does go back out. This is a known problem in the app.
Approve or reject
A receipt that is In Review is approved or rejected from the approvals screen, which records who signed at each level. The list shows a reminder while any receipt on the page is In Review. When it is approved, the material moves and the receipt becomes Returned.
On the mobile app
The mobile app has an Add and Edit Material Receipt screen with the same fields as the web form, including Save as Draft and Submit. You reach it from Quick Add, or from a work order's row menu with Return material. It also opens from a job card.
There is no separate Material Receipts list on mobile. Receipts appear in the Workspace, where each one has Edit, Cancel and Delete (with the same rules as the web) and a PDF download.
Status
| Status | Means |
|---|---|
| Draft | Saved and not submitted. It moves nothing. Edit or delete it. |
| Open | Submitted, but nothing has moved. |
| In Review | Waiting for an approver. Nothing has moved yet. |
| Approved | An approver said yes. The material then moves and the receipt shows Returned, so you will rarely see this on a row. |
| Rejected | An approver turned it down. |
| Returned | The material is back in the store. This is the usual finished state. |
| Cancelled | The return was taken back and the material went back out to the run. |
Problems and fixes
Edit is greyed or missing
You need edit access to Material Receipt, and a Cancelled receipt cannot be edited. Raise a new receipt instead.
Cancel is greyed
A Draft has nothing to take back: delete it. A Cancelled receipt cannot be cancelled twice.
The cancel was refused because the material was issued again
The material this receipt returned was issued to the run again. Cancel or reduce that newer material issue first, then cancel the receipt.
The list is empty
No receipt has been raised yet, or the Status filter or a search is hiding them. Clear the chip above the list. To raise one, click Add Material Receipt.
The list says it could not refresh
The rows shown are the last ones that loaded and may not match the filter you chose. Click Retry.